Swapping a user

In this article

• Swapping a user in Chalkstring

• Archiving the previous user
• Adding the new user
• Want to know more?

Swapping a user in Chalkstring

If you have had a change in personnel and need to swap a previous user for a new user you can do so using the steps below.

To edit or 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.

Archiving the previous user

First you will need to archive the previous user that no longer needs access to Chalkstring.  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 user's email address 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.

Adding the 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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Want to know more?

• Adding and editing user roles
• How to set role permissions