Managing Users

Users can be set up and managed under Settings >  Manage Users.

Before adding new users, PublicStuff recommends your Departments are configured, so users can be added to the appropriate Department(s) at one time instead of coming back to assign the Departments to each user.

To create a new user:

1. Enter the First and Last Name

2. Enter an Email Address. The email address must be unique in the system and email addresses cannot be edited after the user has been created.

3. Enter a Username. All usernames are the public-facing usernames, and are visible to residents when they communicate with the staff user.

   1. Establish naming conventions across all departments implementing PublicStuff, such as ‘first name.last name’ or ‘First-Name Last-Name.’ If you have concerns about a naming convention, PublicStuff recommends appending a municipality identifier to the username, for example, instead of ‘Michael.Smith’, use ‘Townville-Michael.Smith’.

      Received this message? 
      
      Usernames must be unique across the entire system. If there is already a BSmith username in the system (either resident or staff user in another municipality), this cannot be re-used

4. Select all Department(s) that should be attributed to the new user. A user's department determines which municipal service requests can be modified based on their permission level. There is no limit the number of departments a user can belong to, which is helpful for Administrators who may need to control the request modification permissions of numerous users.

5. Choose the frequency for the user to receive the Overdue Requests Email Digest, which help different types of users better manage their workflow in a timely manner.

1. Staff: receives an email listing overdue requests that are assigned to them. PublicStuff recommends their frequency to be Daily Updates.

2. Lead: receives an email listing overdue requests that are assigned to them. PublicStuff recommends Daily Updates.

3. Manager: receives an email listing all overdue requests in their department(s). PublicStuff recommends their frequency to be Daily Updates.

4. Admin: receives an email listing overdue requests in the municipality. PublicStuff recommends their frequency to be Weekly Updates.

6. Phone number and Position are optional fields and will not be displayed to the public.

7. Choose the user’s Permissions.

   1. Administrator Permissions
      
   2. Request View/Edit Permissions
      

8. By default, all users have the ability to have their comments visible to the public. If you have a user that is an outside vendor or wish to limit a staff user’s resident engagement, check the box next to Block this user from making public comments.

9. As a default setting, Send user onboarding email is checked. This will send the new user instructions and login credentials for PublicStuff Pro.

10. Click Save for the new user to be created.