User Management

User Management - Add Users & Assign Permission Group

The User Management tool is where you will add new Users to OERCA and assign them to a permission group.  This article will walk you through the process of setting up a new User and understanding the layout of the User Management tool. 

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STEP-BY-STEP: How to Create New Users & Manage Permissions

Applies to:

• Company HQ
• Facility Managers with Custom User Rights to Facility Admin
• Administration Permission Group.
• Facility Managers with secondary access to Company Administration Menu

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To create and manage Users with the User Management tool follow these steps

Company Admin - Settings:

OR Facility Manger - Settings:

1. In Company Admin (or Facility Manager with Custom User Rights to Facility Admin Access).  Click on the "Settings" button (gear icon).
2. Click User Management button.

3. Click on the "New User" button at the bottom of the window.

IMPORTANT: You MUST click on the New User button first to create a new User in OERCA. If you need to modify the credentials of an existing User, select that User from the list on the left and then make any necessary changes. Be sure to click on the "Submit" button in the lower right hand corner before moving to a different User.

4. Fill in First/Last Name and Username fields from the pop up window.  Press Submit when complete.

NOTE: The Email/Username must be in the form of an email address, BUT this does not necessarily have to be an active email account. For example, some organizations prefer to use a consistent and easy to enter username that may not necessarily match their company email format. So instead of using "[e-mail]", you may wish to use something like "[e-mail]".

IMPORTANT: The Email/Username is a permanent ID for the User you are creating and cannot be changed once submitted. Please make sure you enter this correctly.

5. Once you submit this initial User information, that User Profile will now appear within the list of Users in the left table.  If you are creating a User from Company HQ, the new User will appear under the "Unassigned" category.  If you are in Facility Admin, the User will automatically appear within the Facility that they were created from.  You can then complete the User Profile by selecting that User from the list and filling in the appropriate information on each tab. 

IMPORTANT: All mandatory information required to create a new User is identified with a red asterisks next to the required field.  Both the Main tab and Access tab have required fields.  See below for a description of each tab.  Once each tab has been completed, press the Save Current Record button to submit your information.

NOTE: An automated welcome message will be sent to the User's e-mail address (Login ID or Preferred Email if one is entered) with instructions on selecting a personalized password and logging into OERCA for the first time.

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 MAIN TAB

The Main Tab consists of the most basic/essential User information.

1. First/Last Name|Username [REQUIRED FIELD]:  These first three fields will already be completed once you finish the initial User creation steps described above.
2. Preferred Email [optional]:  The preferred email is available if you want the User to receive system notifications at a different email address than the one listed in the "Email/Username" field. 
3. Google Account [optional]: Allows the user to sign-in via Google Single Sign-On.
4. Language [REQUIRED FIELD]:  Assign the language preference of the selected User.
5. Employee ID/Cell Phone [optional]:  If you want to include an ID or have this User receive communications via text message, you may fill out the appropriate information in these fields. 
6. Active:  Make sure you have the "User is Active" box checked if you want this User to show up in the system.  If this box is not marked, this User will no longer be able to log into OERCA. 

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ACCESS TAB

The Access Tab defines which User Permission Group and Primary Access a User will be assigned to.  All Users must be assigned to a Permission Group and Primary Access in order to log into the system.

1. Permission Group [REQUIRED FIELD]:  Select the appropriate Permission Group for the selected User.  For more information about the different Permission Groups, please click HERE.
2. Primary Access [REQUIRED FIELD]:  Select a Facility (and Area) for the User's Primary Access to the system.  This will determine where the User "lands" when logging into OERCA, and is required as part of the setup process.  
3. Secondary Access:  This feature gives Users access to different "Facilities" and/or modules within the system. 
4. Custom User Rights:  Some tools within OERCA are meant to be limited to only certain individuals because of the information they can access, or critical changes/approvals they can make within the system.  Use this tool to assign a selected User to any of these Custom User Rights.
5. Company HQ:  Depending on your User Credentials, you may have the authority to assign Company HQ to new Users.  This assignment should only be made to Users that have Admin or Facility as their assigned Permission Group; and are intended to have Company wide access.
6. Be sure to click the "Save Current Record" button each time a change is made to the User's credentials.   

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BIOGRAPHICAL TAB

All data fields within the Biographical Tab are optional.  The only exception to this is the Emergency Contact information that is required for any Users that need access to the Dive Module.  

1. Vital Data:  Includes basic information about the User such as gender, birth date and address.
2. Employee Data:  Click on the Employee Data bar to expand the menu.  This tab contains basic employment information such as Employee ID, Hire Date and other related employment information that your Company may want to record.
3. Emergency Contact:  Click on the Emergency Contact bar to expand the menu.  This contains information regarding a Users emergency contact should it ever be necessary.  This information is only required if the User needs access to the Dive Module.

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PROFESSIONAL INFO

The Professional Info tab includes additional information your Company may want to track for Users such as relevant certifications, memberships or other general notes. To add information to any of these categories, click on the small blue pencil icon located beneath each field.