Users & access

Add and manage Eban Admin users under Settings → Users. Assign permissions to control which actions each administrator can perform and the scope of data those actions cover. See Roles & permissions for how permissions and scope work together.

Note

Managing users requires the Manage Organization Admins permission.

Invite an administrator

1. Open Settings → Users and select Add User.
2. Search Who is this for? by name, email, or staff ID, and pick the person.
3. If nobody matches, invite them as an external user instead.
4. Optionally pick a saved template under Start from template to pre-fill their permissions.

Linking an employee keeps their admin access in step with their employment, so it is cleaned up when they leave. An external user has no employee record, so their access is not cleaned up automatically, and Search employees takes you back to the employee search.

When you invite someone, they receive an email with a link to accept the invitation. You can set their permissions and scope in the access editor.

Manage an administrator

Manage administrator access and account status, resend pending invitations, or remove an administrator account.

• Manage access opens the access editor, where you can update the administrator’s permissions and access scope.
• Resend invitation sends the invitation again to an administrator who has not yet accepted it.
• Enable or Disable activates or deactivates the administrator’s account.
• Delete removes the administrator’s account.

Good to know

The Pending badge indicates that the invitation has not yet been accepted.

The Disabled badge indicates that the account is inactive, and the administrator cannot log in until it is enabled again.

Note

The organization owner cannot be disabled or deleted, and their access cannot be edited here. To assign ownership to someone else, transfer ownership as described in Roles & permissions.

Reusing an access template

Templates, accessible from the Users list, let you create and manage reusable bundles of permissions. Use New Template to create a template, Edit to update one, or Delete to remove one. Each template includes a name, description, permission count, and last-updated date.

Applying a template copies its permissions into an administrator’s access. This is a one-time copy: subsequent changes to the template do not affect administrators who have already applied it.

Configure administrator access

Select Manage access for an existing user, or finish inviting a user, to open the access editor. Work through four tabs to configure and review their access:

• Identity links the account to a person and their employee record.
• Permissions defines the actions they can perform.
• Scope limits those actions to specific records.
• Review summarizes the access grant before you save.

Changes remain a draft until you select Save. Select Discard to reset the draft to the last saved state. If you leave with unsaved changes, you’ll be prompted to confirm first.

If you started from a template, a banner identifies it and explains that your edits override the template. After saving, changes to the template will not sync to this user’s access.

Choosing permissions

• Search permissions filters the list.
• Permissions are grouped by module. Expand or collapse a module, or use Expand all and Collapse all, and each module has a switch that toggles all of its actions.
• Apply template loads a saved template into the draft, Copy from user brings another administrator’s permissions across, and Save current as template stores the draft as a new template.
• A module appears only while your organization subscribes to it. See Modules & subscriptions.

Setting scope

Scope determines which records a person’s permissions apply to. Set it after choosing their permissions. When you set multiple scope criteria, the person must match all of them. Leaving a criterion empty allows access across the entire organization for that criterion.

Scope applies to employee records and membership subscriptions. If neither is active, there are no records to restrict.

Available scope criteria include:

• Branches, departments, and units, based on your organization structure.
• Agencies, for outsourced-workforce suppliers.
• Work groups, for teams that span departments. See Work groups.
• Meetings, when the membership module is active.

Roles

Users can be owners, administrators, or regular users. The role determines the account’s status in the organization, while permissions and scope determine what an administrator can do and which records they can access.

The owner has full access and cannot be deleted or disabled. See Roles & permissions for details.