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Manage Users
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Last modified on 11/14/2017 2:02 PM by User.

Manage Users

The Manage Users tool is the portal to the user accounts for all people who have accounts in your conference community.

From the Manage Users tool, you can access detailed information about each user's User Profile by clicking on their name.

To see more or fewer users per page, use the Longer List and Shorter List options found at the bottom of the datagrid. To see all users on one page, click Show All. Note - if there are a large number of users in your conference community, clicking Show All may significantly slow the loading of the page.

Sorting and Searching for Users

By default, Conference Manager will show a list of all users currently subscribed to your community from the Manage Users tool. To help you find information quickly, you can sort and filter this information by various criteria.

First, you can add or remove columns from the datagrid to help you sort or identify users. Click the x in the right corner of each column name to remove a field from view, or select a column name from the drop-down menu on the top right corner of the datagrid to add a column to your view. You cannot hide the user's name, role, or email address from view.

The Search field enables you to quickly look for users based on certain criteria. You can search for users by their name, user ID, or email address.  You can also filter your users by their role from the Roles tool.

Detecting and Merging Duplicate User Accounts

Although a user account is required for most of the functions found within Conference Manager, users are not limited to a single account. Whether it has been years since the user last visited one of our websites and has forgotten that they already have an account, or they simply created a new account rather than recovering their password, CID's frequently end up cluttered with multiple accounts for single users.

To help address this, administrators can generate a report of duplicate user accounts by selecting the Duplicate Users Report from the top right of the Manage Users screen. This report looks for user accounts in a down-stream fashion. That is, if the report is run at the level of a parent CID, the report will pull user accounts from the parent CID and all associated child CID's (i.e., sub-communities). If the report is run at the level of the child CID, only user accounts from that child CID will be gathered. The report will also scan the remainder of the Conference Manager system to detect if there are any duplicate accounts which correspond to duplicates found within the target CID/s. For example, if I found 2 duplicate accounts for Jane Smith within a client's cluster of CID's (i.e., parent and children), but the report also detected other Jane Smith accounts elsewhere in the Conference Manager system, both the duplicates from the target CID's and the others found in the system would be displayed in the report. This can be very helpful as many users may belong to multiple associations and attend several conferences, and as such may have a constellation of user accounts scattered throughout the Conference Manager system.

By running this report, you will be able to see all of them listed in the report and can then consolidate them all. Account consolidation may be done by administrators from the user account details page. If you have any difficulties please contact Conference Manager support for assistance.

Contacting Users

Conference Manager allows you to send emails easily through the system directly to your users from the Manage Users tool by clicking on the Send Email link.

Emails can include the community name, and the user's personal title, first and last name, and text to remind them of their username and allow them to reset their passwords. You can also set a custom reply-to address for your email, a custom subject line, and create the body of your email.

You can filter the list of recipients by their user type, and by the date that they became users in your community. This can be useful for cases such as sending log-in information to new reviewers after they have had accounts created for them, but not sending this information to existing reviewers.

Before you send, you may choose to see your recipient list or to send a test email. To see the recipients of the email, select View Recipient List and click Send Account Reminders - don't worry, this won't send the email.  To send yourself a test version of the message, select Send Test Email, and enter the email address you want to receive the message in the space at the bottom of the screen. If sending a test message, the email will not be sent to the names on your recipient list.

Subscribing Users to your Community

If you are adding users to your community who already have accounts, the simplest way to do is by using the Subscribe Users tool, which you can access from the Manage Users tool. This tool is simplest to use if you already know the username of the person or people you wish to subscribe, but you can also use this tool if you only know their name or their email address.

To un-subscribe a user from your community, click on their name on the Manage Users tool, and scroll down to their Community Privileges. You will only be able to select Un-Subscribe if the user does not have a registration, abstract, or membership in your community, and if they are not an administrator. Un-subscribing a user does not delete their user account - it only removes them from participating in some activities in your community.

Creating New User Accounts

One way to add users to your community is using the Create User Accounts option found at the top right corner of the Manage Users screen. You can also create user accounts manually using the Import Users tool, the Import Reviewers tool, or by directing them to the Conference Sign-up form.

For detailed information on using the Create User Accounts options, see Create Multiple User Accounts.

Deleting User Accounts

Deleting User Accounts permanently removes all user information about an account from the Conference Manager system. Because this can have far-reaching implications, it is strongly advised that all administrators contact their Account Manager prior to deleting any user accounts.

The Delete User Accounts option allows an administrator to eliminate all account information for a group of users, as defined by their role. All users with that role will be deleted, and there is no way to select a subset of the role group.

Users who have existing registration information in the community will not be deleted, so as to maintain the integrity of your user information. Users who are subscribed to multiple communities will be unsubscribed from your community, but their information in other communities will be maintained.

If a user has multiple accounts in Conference Manager which are causing difficulties for them to log in or change their information, please contact your Account Manager with information about the user or users experiencing the problem. Your Account Manager can offer other solutions, including merging multiple accounts for a user.

Exporting Information

The Export Data report creates an Excel file with a summary of the basic information for all users in your community.  If you are filtering the users, or if you have searched, the filtered list will be used to generate the export file - so be sure to clear any search terms before exporting if you require a full list of all users.