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Users

To get to this page, just navigate to the Admin page by clicking  on the left sidebar menu, look under the Users heading, and click "Users." This admin page is only accessible by administrators; only User Administrators can perform the functions detailed on this support page.

 


User statuses


There are four statuses of users:

Active users
Active users are fully functional within KaiNexus. They:

  • Receive notifications.

  • Can log in.

  • Can work on (and be assigned to work on) Improvements.

 

What is a Setup user?

Setup users:

  • Receive no emails about activities in KaiNexus.

  • Cannot log into the system.

  • Cannot be associated with Improvements, Projects, or Tasks.

  • Can be added to the system in the proper location(s) and given all applicable attributes (such as titles, certifications, etc.).

  • Can be assigned the correct Roles and notification settings.

 

Why would I want to create Setup users?

Our customers who don’t intend to add Improvement work to KaiNexus before taking the system live often decide to initially set up their Network with most users in the Setup status, and then activate users as their departments roll out KaiNexus. That way the system can be fully set up ahead of time, but users won’t receive emails before they’re ready.

 

What is an Offline user?
Offline users:

  • Receive no emails about activities in KaiNexus.

  • Cannot log into the system.

  • Can be added to Improvement, Project, and Task Teams.

 

Why would I want to create Offline users?

Many of our customers decide to initially set up their Network with most users in the Offline status, and then activate users as their departments roll out KaiNexus. That way the system can be fully set up ahead of time, but users won’t receive emails before they’re ready.

 

Some users are left Offline indefinitely if they’ll have no need to log in, but their leader still wants to be able to credit them with their improvement work. This is especially useful if legacy improvement work is loaded into the system and you want to give credit to those people and associate them with the improvement work.

What is an Inactive user?
Inactive users mostly serve as a placeholder. They:

  • Cannot be added to Improvement, Project, or Task Teams.

  • Do not receive notifications.

  • Cannot log into KaiNexus.

 

Why would I want Inactive users?

Users are typically made Inactive when they leave the organization. That allows you to maintain a record of the improvement work in which they participated but prevents them from logging into the system again. 

 

 

Viewing user profiles

How do I view a user’s profile?

To open a user's profile:

  1. Find the user whose profile you wish to view in the list of users.

  2. Click on their name.
     

 

Creating new users


What emails get sent when I add a new user?

If the new user is Active and has an associated email address, they will receive a welcome email with instructions for activating their account and logging in for the first time. If the new user is Active and does not have an associated email address, they will not receive an activation email. It is your responsibility to inform Active users about their account and help them log in when appropriate.

 

If the new user is not Active, they will receive no email. If they are activated in the future, they will receive an activation email at that time.


 

How do I create a new User?


 

All you have to do to create a new user is click  in the top right corner of the User section of the Admin area.

 

In the resulting window, enter the information for your new user, including their:

  • Username (*required*)
    Many of our customers assign usernames to their users that match either their email, employee ID number, or their username from their work computers. Any of these are great usernames because they’re easy for users to remember, but you can use any convention you want for coming up with usernames. Remember, usernames must be unique.


  • Email
    It is highly recommended that, when possible, each account have an associated email address. This makes using KaiNexus much easier for the average user, ensuring that they receive all important notifications about their account and improvement work.

    If you include an email address, upon activating their account, the user will receive an email containing instructions on how to finalize the activation of their account, choose a password, and log in for the first time. If you do not include an email, it’s your responsibility to activate the account and inform the user about their password and how to log into KaiNexus.


  • First and Last Name (*required*)


  • Mobile Phone, Work Phone, and/or Pager numbers


  • Employee ID


  • Physical Location
    This is the user’s physical location. For example, if your organization has several buildings, you would put the name of the user’s building (and perhaps the floor) in this field.


  • Titles
    A user can have as many Titles, or degrees, as applicable.

    To add a Title, click  on the right side of that field and choose from the drop-down menu.

    Click  next to a title to remove it from the user’s profile.


  • Positions
    A user can be assigned as many Positions, or job functions, as applicable.

    To add a Position, click  on the right side of that field and choose from the drop-down menu.

    Click  next to a Position to remove it from the user’s profile.


  • Employee Type
    A user can be assigned as many Employment Types, or attributes describing the terms of their employment, as applicable.

    To add an Employee Type, click  on the right side of that field and choose from the drop-down menu. 

    Click  next to an Employee Type to remove it from the user’s profile.


  • Certifications
    A user can be assigned as many Certifications, or confirmations of the employee’s qualifications or education, as applicable.

    To add a Certification, click  on the right side of that field and choose from the drop-down menu. 

    Click  next to a Certification to remove it from the user’s profile.


  • Badges
    If you are a Global Badge Administrator, and your organization has manually grantable Badges configure, you can grant the user any of those Badges.


  • Network Location
                                       

    The Network represents your organization’s unique structure, or hierarchy, using a combination of Levels and Level Types. By organizing employees into neat groups and assigning them Roles, the organization has ensured that employees are notified about improvement work that pertains to them.

    A user can be assigned to as many Network Locations as applicable so that they can be kept in the loop about work being done in every part of the organization with which they are involved.

    To add a Network Location, click  on the right side of that field and choose from the drop-down menu. You can use the search bar to quickly find the correct locations, or you can just scroll through the list to find them.

    Click  next to a Network Location to remove it from the user’s profile.


  • Roles
                                              

    A Role is a category of users who share certain powers and permissions. Every user can be assigned as many Roles as appropriate. A user’s Role determines their default notification settings as well as their powers and permissions within KaiNexus.


    To add a Role, click  on the right side of that field and choose from the drop-down menu. You can use the search bar to quickly find the correct roles, or you can just scroll through the list to find them.

    Click  
    next to a Role to remove it from the user’s profile.

 

 

Editing users

How do I edit a user?


To edit an existing user’s information, hover over their name on the user list so that it is highlighted blue and click  on the right.

 

In the resulting window, you can edit any of the user’s information, as detailed above.

 

 

How do I edit multiple users at once?

 



  1. Click the checkbox next to the name of every user you want to edit.

  2. Click  in the top right corner of the page. NOTE: This button will not appear until you signify that you have chosen at least one user with a check mark.

  3. Select either "Change Status," "Change Location(s)," "Change Role(s)," or "Send Activation Email."

 

Change Status:



  • Select a new status for the selected user(s).

    NOTE: If changing to their status to Active, users who have never activated their accounts before will be sent an activation email.

Change Location(s):


  • Select the type of change - decide if you want to replace the selected users’ existing location(s) with new locations or add to their existing locations.

  • Select the new location(s).

 

Change Role(s):



  • Select the type of change - decide if you want to replace the selected users’ existing Role(s) with the new Roles, add to their existing Roles, or clear all of their existing Roles.

  • Select the new Role(s)

Send Activation Email




All selected users will receive an activation email if:

  • They have an email address associated with their KaiNexus account,

  • And have not yet activated their account.

 

Password and activation

How do I set a user’s password?

NOTE: A user whose password has been manually set by an administrator is not notified about this change, nor are they informed as to what the new password is. It is your responsibility to give them this information.

  • Find the user whose password you wish to change on the list of users.

  • Hover over the User’s name so that it is highlighted blue.



  • Click .

  • On the resulting drop-down menu, click “Set Password.”

  • Choose a new password that meets the listed requirements for a secure password.

  • Enter the new password twice.

  • Click .

  • Alert this user of their new password, and advise them to change it ASAP.

 

How do I send a user an activation email?

NOTE: If the selected user does not have an associated email address, you will be unable to send an activation email and will need to set their password manually. They will be taken through the activation process when they first log in.

If the user has an email address associated with their account:

  • Find the user in the list of users.

  • Hover over their name so that it is highlighted blue.



  • Click  on the right.

  • On the resulting drop-down menu, click ”Send Activation Email.”

  • Click  to confirm this action. The email containing instructions on how to activate the account will be sent.

 

How do I send a user a password reset email?

NOTE: If the user does not have an email address associated with their account, you will need to manually reset their password.

If the user has an email address associated with their account:

  • Find the user in the list of users.

  • Hover over their name so that it is highlighted blue.



  • Click  on the right.

  • On the resulting drop-down menu, click “Send Password Reset Email.”

  • Click  to confirm this action. The email containing instructions on how to activate the account will be sent.

The user will receive a message telling them how to reset their password.

 

Notification preferences

How do I change a user’s notification settings?

There are three main ways smart notifications are triggered in KaiNexus:

  • The user is on an Improvement or a Project's Team and an action occurs on that item. The vast majority of the time they will be notified of this via the digest. For some items that are more time sensitive, they will be notified via an immediate email.

  • One of their Roles contains opt-in notification preferences or they have set up custom Opt-In notification preferences.

  • One of your colleagues has elected to notify you of something in KaiNexus. For example:

    • They selected the "Email Now" option when they entered a comment.

    • They elected to notify you of a completed Improvement.


If the user is a leader in the system you may want to set up opt-in notification preferences so that they will be notified of other work going on in the system with which they are not associated.

 

For example, many leaders like to be notified when there are new Improvements in their location so that they can assign them. Many also prefer to be notified about overdue Improvements in their area so that they can coach the people responsible for their completion.

  

 

  1. Find the user whose notification settings you wish to change on the list of users.

  2. Hover over the user’s name so that it is highlighted blue and click .

 

 

 

  • A user’s default notification preferences are those assigned to their Role, but you have the option to customize them by clicking .

    Return to the default settings by clicking
    .


  • Click  to copy all of the default notification preferences (derived from the user's Roles' settings) into the custom preferences page. This is useful if you only want to make a few small changes to the default settings.

  • Click  to clear the list of customized preferences so that you can start over from scratch.

  • Edit any preference by clicking  next to it. You have the same options when editing a preference as when creating one, so the instructions below can be applied here as well.

  • Delete an individual preference entirely by clicking .

  • The digest is an email that details all activity that has gone on with your Improvement work since your last digest. It keeps you in the loop without flooding you with immediate emails.

    Control when you want to receive the digest by checking the boxes next to those days at the bottom of the window.
    You must have at least one day selected.

  • Click  to create a new notification preference.

 

 

Creating a new notification preference

 

  • You will first be prompted to choose a type - Improvement, Task, or Project - about which you would like to be informed.

  • Then choose a status you would like to be notified about. For example, you can choose to be notified about Improvements that become Overdue.

  • Check  to include Improvements or Projects that are nested under Projects. Uncheck this box to only include stand-alone Projects.

    Pro Tip: Often, people choose to leave this box unchecked since they aren't responsible for these ideas; Facilitators are responsible for the ideas that are part of their Projects.

 

  • Location:




    • Anywhere - The user will be notified about Improvements in every part of the organization. This is best for executives or other leaders who need to hear about all Improvements made in the organization, not just ones in certain locations.

    • User’s Location & Below - The user will be notified about Improvements in the user’s location, as well as the locations under them. This is best for people who lead a department or division made up of several sub-levels, who need to be informed about all work done in each tier of their location.

    • User’s Location Only - The user will be notified only about work done in the user’s specific location. This is best for people who lead a work group or team that does not have any sub-levels, who only need to be informed about the Improvements from their own unit.

    • Specific Location - The user will be notified only about work done in some location with which they are otherwise not affiliated. Enter the name of the location then select either “This location & Below” or “This Location Only.”

  • When:
    NOTE: You'll only be asked about when the user should be notified if you choose New, Active, Overdue, and Resolution Submitted as the status.

    • Immediately - The user will be notified right away.

    • Delayed - The user will be notified after a set number of days. 

      Pro Tip: Some leaders use this delay feature to make themselves a backup to the people who actually need to act on these Improvements and Projects. For example, if a leader asks to be notified about new Improvements after a 7-day delay, they've given the person who needs to assign it a week to act.

      If they haven't assigned the Improvements by then, the leader is notified and can provide coaching or a reminder of the importance of a quick response.

    • Check  to be notified about this event every week until it is addressed. This keeps information from falling through the cracks.

  • How:

    • Alert Only - An alert is added to the Improvement, marking it for the user's attention. The alert will also appear in their Notifications Screen.

    • Alert + Email - An alert is added to the Improvement and the user's Notifications Screen and they will receive an email containing information about this event.

  • Advanced:
    NOTE: The only status for which you will be given advanced options is Completed Improvements.

    • Impact Types - Choose about which impact types you want to be informed.

    • No Change Reasons - Choose about which No Change reasons you want to be informed.

 

 

Inactivating users

Why can’t I just delete a user?

You cannot delete a user in KaiNexus. This preserves the record of your organization’s improvement work.

 

To remove users from your network and official user count, you must instead inactivate them.

 

How do I inactivate an existing user?

To inactivate an existing user:

  • Find the user you want to inactivate on the list of users.

  • Hover over their name so that it is highlighted blue.



  • Click  on the right.

  • Click  to confirm this action.

 

 

Filtering the user list 

How do I filter the list of users?

There are several means of filtering the list of users. You can, of course, search for the user by entering their email, username, or name in the "Search Users…" field.

 

 

 

Alternatively, you can filter by location in the location sidebar along the left side of the user list:

 

  • Use the search box to look for a specific location.

  • Click  to reveal a Level Types filter. The results will include only locations of a certain Level Type (e.g. departments, hospitals, factories, etc.).

    You can also decide which levels to include in your results. Check   
    to include users from locations nested beneath the selected option. Uncheck it to only include users from that location.


  • Click  to view the whole organization in the location sidebar.

  • Click  to display only the top levels of your organization.

  • Click  to collapse the sidebar. Click  to expand the sidebar.

 

Pro Tip: To select multiple locations, hold down the ctrl key while clicking on each location. To select a range of locations, hold down the shift key while clicking the location at the start of the range, then the location at the end of the range.

 

 

Finally, you can sort by several more qualifiers by clicking  next to the users search field.

 

 

This will open up a new window with which you can filter by:

  • Role

  • Status - Note that Inactive users are not included on the list of users by default. You can add them in this field.

  • Titles

  • Positions

  • Employee Types

  • Certifications

  • Engagement - You can use this field to return a list of users who have not logged in, who have logged in, have not used the system (in ways other than just logging on), who have used the system, who have not submitted an Improvement, and/or who have submitted an Improvement.

    The engagement filter is useful if you want to get an idea of who is involved with your organization’s improvement efforts and who needs a little coaching.

  • Additional - Adding “Locked” to this filter returns a list of all users who are currently locked out of their account due to an expired password or too many failed login attempts.

 

Export the list of users

How do I export the list of users?
To export the list of users to an Excel spreadsheet:

  1. Sort the users to get the list of users in which you’re interested.

  2. Click  at the bottom of the page.

 

What information is included in the export?

  • Username

  • Status

  • Email

  • First Name

  • Last Name

  • Mobile Phone Number

  • Work Phone Number

  • Pager

  • Location

  • Titles

  • Positions

  • Employee Type

  • Certifications

  • Roles

  • Network Location

 

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