Creating/Editing/Deleting a User Profile in the GVO
Only a ‘Manager’ can create or change (including delete) user profiles (each GVO has a local GVO Manager or ‘super-user’ that does this).
Users can only 'view' profiles (however they can also change their own personal details such as phone, address, email and preferences for things like the weekly newsletter).
Note: When a new user is added to the GVO they can receive an automatic email (if selected) unless their account has been created in 'inactive' mode (see below) allowing them to set their own password. The GVO manager is alerted to this by a pop-up message (blue bar) which briefly appears on the screen (details later).
The GVO allows users to be created in 'Inactive' mode so that certain aspects of their account can be set up before they are given access. When everything is ready then the user is given a 'live' profile and is asked to set a password.
There are a number of important steps to remember when adding a new user to the GVO and the details are shown below...
- Make sure that the email address you will use for this user is valid and working - GVO will send a 'welcome message' to allow the user to set a password - if this is rejected that email address will be blocked until reset by GVO Support
- Decide if you want the user to know about their account yet (if not then create an 'inactive' account until you are ready to let them access the system
- Create the basic profile and select what actions you will allow them to perform (eg the ability to add content and to perform certain 'admin' tasks')
- Add the new user to any 'groups' that are being used for access control or notifications
- If you are using Governor Records then the user needs to be added to the relevant 'Boards' and their Governor Record updated for each board they are a member of (especially what roles they have on the board and any committees they are a member of.
Note; Having the Boards/Committees set up and users allocated correctly is key for the training records, governor records, skills audit
The process in more detail...
1. Create Profile:
Navigate to the ‘Members’ page using the 'Users, Boards & Reporting' link in the main navigator.
...then use the 'New Profile' button (top right)
Complete the user details (the email address is important is this is how the new user (new Governor) will sign-in to the GVO).
Assign the new user to the required ‘role’ (Inactive, Reader, Author, Editor, Manager).
- An Inactive user cannot access the GVO but this allows the manager to add them to groups and boards - when this is done their account can be made 'live'.
- A Reader can only read documents that they have access to - they cannot even add any comments.
- An Author can create items in the GVO (see options below) and comment on any documents they have access to. They can edit/delete items that they have created.
- An Editor has the same access as an Author but can also edit/delete documents created by other users.
- A Manager can perform all tasks in the GVO.
In most cases new users will be added as Authors with appropriate options set depending what you want that user to be able to do. Clerks are often set as Editors (unless they are the GVO Manager).
Specific permissions for Authors or Editors are set using the ‘tick boxes’ shown below. The options are in two parts...
1. The type of 'Content' that the user can create...
2. The 'Special Actions' this user can perform. Some of these are specifically used to allow non-Managers to carry out certain 'Manager' tasks.
In detail... The first section determines what types of 'page' can be created (which provides a high level of flexibility for each user). This includes files (single documents, Pages (multiple documents), documents with approvals, links, tasks, meetings (events), discussions and Policies
The second section determines what specific 'actions' can be taken by this user - this is very helpful to give specific areas of responsibility for training, meetings, policies and governor records to users who are not GVO Managers.
When all the necessary information has been added to the profile press the SUBMIT button and the User Profile has been created. If the profile has been set as Reader, Author, Editor or Manager then an email will immediately be sent to the new user with all the details for access to the GVO and for setting their password (see below).
If the user has been set as 'Inactive' the welcome email will not be sent. When you are ready to allow the user to access GVO edit their profile, set them as Reader, Author, Editor or Manager and select the 'Welcome Email' checkbox and a message will be sent which will allow them to set a password and access GVO.
The GVO Manager is alerted that the new user has been added by a short on-screen 'pop up' message (blue bar).
TOP TIP: It is always worth going back to the user list to 'view' the user you have created to make sure that they have the correct 'Role' and permissions within that role.
2. Changing a User Profile (Edit User)
To modify a user profile go to the Users page, select the user (click on their name), select the relevant 'tab' (Contact - for address and phone, Preferences - for newsletter, Permissions - for user access and Skills to update the user's skills record) then use the Edit button, make any necessary changes and press SUBMIT
3. Deleting a user profile (Delete User) or making the account 'Inactive'
There are two ways to stop the access for a user - one is to set their access level to 'Inactive' - this prevents them from logging into GVO and they will not receive any notifications or newsletters. An 'inactive' profile still appears on all the reporting tools (eg Board and Meeting Reporting).
The second is to fully remove them from the GVO - they will no longer appear in Board reports and you cannot edit any Governor Records etc. Often it is better to set the account to Inactive until you are sure that it is no longer required.
To delete a user profile (or make it inactive) go to the Users page, select the user (click on their name), set the User’s Basic Access Level to ‘None’ or 'Inactive' and then press SUBMIT. Setting it to 'None' will remove this user from this GVO (but will not affect access to any other GVOs where they have an account).
NOTE:
Please take care when deleting a user from the GVO as this will prevent any subsequent changes to their Governor Record. Whilst it is good practice to remove access for a Governor/Trustee who has Resigned/Retired please make sure that all other matters are correct before doing so.
Often using the 'Inactive' status is a getter option for the next academic year.
If you do select 'None' you will see a warning message.
4. Adding a new 'Manager' to your GVO
A Manager can add another Manager to the GVO. When it is time for a Manager to leave then one of the other Managers can edit the profile of the leaver and set their access to None.
It is good practice to have two Managers in a GVO - one who does the majority of the work and one as a back-up.
Note: The GVO Support desk can act as a second backup (in emergency) but only with written permission from the Chair, Head or Clerk.
5. Add the user to any GROUPS
Use this HELP PAGE
6. Add the user to Boards and update their Governor Record
Use this HELP PAGE to add users to a board in a single school
Use this HELP PAGE to add users to a Trust or local Board in a MAT
Use this HELP PAGE to update a Governor Record