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      Adding and editing users

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      Adding a new user in Chalkstring

      Before anyone in your business can access Chalkstring they need to be set up with a user record.

      To set up a user you will need to have the necessary permissions. If you don't see the options in the steps below but believe you should have these permissions, please speak to your system administrator or contact our support team.

      When you add a user to Chalkstring you also specify their permissions. This is controlled by the roles you select and also the projects that you give them access to.

      Steps to add a new user

      1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
      2. Click the ‘Users’ sub menu.
      3. Click the '+ Request licence change' button in the top right of the screen.
      4. This will open a form with the following fields:
        1. Your first name (required) - enter the your first name.
        2. Your last name (required) - enter your last name.
        3. Your email address (required) - enter your email address
        4. Licensee first name (required) - enter the first name of the user.
        5. Licensee last name (required) - enter the surname of the user.
        6. Licensee company name (required) - enter the name of the company the licence is for.
        7. Licensee email address (required) - Enter the email address of the user the licence is for. This is what they will use to log in. Note that this needs to be unique and no two users can be set up in Chalkstring with the same email address.
        8. Additional information - Enter any additional information as required.
      5. Click the 'Submit' button.
      6. Our support team will  be in touch with the licensee once the request has been verified and account login created.

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        New/unarchived users and your subscription

        You can add new users and reinstate archived users at any time. If you exceed the number of users in your current subscription then your subscription will be increased the following month. This will become your new minimum subscription for the remainder of your contract.

        If you are not sure about your current subscription license count then please contact our support team who will be happy to help. 

        To stay within your license count you may wish to archive older user records. For full details on how to do that see the section below: Archiving users.

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        Editing Users

        If a user record needs to be updated you can use the edit option.

        Steps to edit a user

        1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
        2. Click the ‘Users’ sub menu.
        3. In the 'Username' search field at the top of the screen, type the email address of the user to find their record. Once you have found it, click on it to open it.
        4. Click the 'Edit' icon in the top right of the screen. If you aren't sure which icon, hover over them to see a tooltip.
        5. Make the changes you wish to make then click one of the 'Save' buttons.

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        Archiving users

        If you have user records for people that no longer need access to Chalkstring you can archive them. This will stop them showing up as active users and will prevent that user from logging in.

        Steps to archive a user

        1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
        2. Click the ‘Users’ sub menu.
        3. In the 'Username' search field at the top of the screen, type the email address of the user to find their record. Once you have found it, click on it to open it.
        4. Click the 'Archive' icon in the top right of the screen and then click the 'Confirm archive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        5. This will leave the user record in the system so that you can see any records they were linked to but they will no longer be able to log in.

        Steps to unarchive a user

        If for some reason you need to reinstate an archived user you can do so with the following steps:

        1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
        2. Click the ‘Users’ sub menu.
        3. At the bottom of the screen tick the box for 'Include archived'.
        4. In the 'Username' search field at the top of the screen, type the email address of the user to find their record. Once you have found it, click on it to open it.
        5. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        6. This will reinstate the user record in the system. Please see notes on New users and your subscription above.

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        Deleting users

        Deleting users cannot be undone so only proceed if you are absolutely sure that you want to remove the record permanently from your system.

        If you have user records that were created in error then you can delete them using the following steps:

        Steps to delete a user

        1. From the left menu bar click the 'Settings' icon, then click the ‘Admin’ icon.
        2. Click the ‘Users’ sub menu.
        3. In the 'Username' search field at the top of the screen, type the email address of the user to find their record. Once you have found it, click on it to open it.
        4. Click the 'Delete' icon in the top right of the screen and then if you are sure you want to delete the record permanently, click the 'Confirm' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        5. This will permanently remove the user record from the system.

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