Adding a user to an organization

To add a user to an organization, click the +Add Organization button at the top of the page. Select the organization from the list that populates. Then, Click +Membership Period. This now allows you to determine the time frame that user was active in the organization and whether they are currently involved or whether this is a past membership. If this is a past membership, be sure to include an end date. Note that end dates cannot be in the future and current memberships should have the end date left blank.

Once you have edited the membership period, you will see the timeline of that user’s involvement in the organization as well as the ability to edit and delete the membership. On the right hand side, you will also see a +Position button. Click this button if you wish to denote the specific position this user held during that membership period within the organization.

 

Editing User Positions

To add a position to a user’s membership, locate the specific membership and click +Position. Select the position held and the start and end date. Any current positions will be listed as details underneath the name of the membership period. Use the icons to the right of the position to edit the dates or delete the position completely. Use caution when deleting a position held as it cannot be undone. Keep in mind that position date ranges cannot exceed the membership period.

 

Granting administrative access to users

By default, users are only given access to the Organizations, Events, and their User Drawer on the public facing side of your Engage site. However, you can choose to give any user in your community full or limited access to the administrative side of your site. To grant administrative access to a user or to change a user’s level of administrative access, click on the Admin view and click on Users. Then, navigate to your User List and click on the specific user for whom you want to grant or change access. You can also search through this list by first name, last name, or username.

Clicking on the user will take you to their User Details. Scroll to the bottom of the page and you will see a setting called “Management Access” which allows you to change the level of administrative access a user has within your site.

 

Removing users from your community

In order to maintain accurate historical records of user involvement, participation, and event attendance, users cannot be deleted from your campus community. However, dependent upon your campus’s authentication process, students may be restricted from accessing the site if they no longer have active status at your institution.

As students leave your institution due to graduation, transfer, or any other reason, you can archive their associated user information within your Engage system, instantly ending their memberships while simultaneously preserving their involvement activity records for future reporting needs. Continue reading for an explanation on how to archive individual users, how to perform this action in mass, and how to undo unarchive users.

To archive a user, access the user in the full User List in your Admin view. Click on the name of the user and then click Archive User at the top of the page. Archived users will no longer be able to log in to the system, all of their current memberships will end, and all of their membership invitations, membership requests, and system inbox messages will be removed.