Create a new user

Who can create a new user?

Only people with the User Manager and Create New Users permission can add new users to the system. 

• People with the User Manager (Everywhere) permission can create new users anywhere in the organization, though, depending on the configuration of their permissions, they may be limited in which Roles they can grant.
• People with User Manager (Location and Below) can create new users in the Locations specified by that permission's configuration. They may also be limited in which Roles they can grant.

Create a new user

To create a new user, navigate to the User Management administration page or the People page, then:

• Click Create User at the top of the People List, and the New User window will open.
  
  

In the New User window: 

• User Type (required): Expand the drop-down to select the appropriate User Type for this user. This will determine the level of access the user has to KaiNexus.
  • Capture and Offline User Types may not appear if they are not included in your organization’s contract.
  • Depending on the selected User Type, different fields may appear while creating the user.

• First Name (required): Enter the user's first name.
• Last Name (required): Enter the user's last name.
• Username (required): Enter the user's username. This username must be unique.
  
  Many of our customers choose usernames that match either their email, employee ID number, or their username from their work computers.
• Email (recommended): Enter the user's email address. All User Types except for Wallboard and Kiosk users can have an email address associated with their account, and we recommend that, when possible, they do. This makes using KaiNexus much easier for the average person, ensuring that they receive all important notifications about their account and improvement work.

• Persona: Expand the drop-down to select the appropriate Persona for this user. This is a kind of user attribute that describes a person's real-world responsibility in spreading continuous improvement and how they'll use KaiNexus.
• Language (only appears if the Multi-Language Module is enabled for your organization; not supported for Kiosk and Wallboard Users): Choose one of the configured languages to be used for this user. Expand the drop-down and select the appropriate language.
• Badges (not supported for Kiosk and Wallboard Users): Badges are emblems — typically signifying an achievement or qualification — that are displayed on a user's profile. Some Badges are automatically granted by KaiNexus when certain requirements are met, while others can be manually granted using this field. Expand the drop-down and select the appropriate Badge(s).
  
  This field will only appear and be editable if the following conditions are all met:
  
  • The Custom Badges Module is enabled for your organization,
  • Your organization has one or more manually-grantable Badges configured, and
  • You have the "Award Badges" permission. 

• Network Locations (required): A user's Network Locations determine their position in the organization's structure. Use this field to search for and select the appropriate Network Location(s).
  
  If you have the "Local User Administrator" permission, you will only be able to add or remove the Locations for which you're an administrator.
• Roles: A user's Roles determine their default notification preferences as well as their powers and permissions within KaiNexus.
  • This field will only be editable if you have permission to grant any Roles and you will only be able to grant those Roles specified by your User Administrator permission.
  • As you assign Roles to a user, their License Type will automatically update. You can view the current License Type in the bottom right corner of the New User window. 

If you are creating a Kiosk User, the following fields will also be available: 

• Help Text: This option will only appear if the User Type is set to "Kiosk."
  
  The text entered here will be shown on the Kiosk home screen above the user selection field to help people understand what the Kiosk is and how to use it.
• IP Whitelist: We strongly recommend using an IP Whitelist to secure unattended devices like Boards and Kiosks. This prevents them from being used from an unauthorized network.
  
  Enter one IPv4 or IPv6 address per line. CIDR masks are supported.

If you are creating a Wallboard User, the following fields will also be available: 

• The Enable Kiosk checkbox: This option will only appear if the User Type is set to "Wallboard."
  
  When this checkbox is enabled, a "Create" button will appear at the top of the screen when this Wallboard user logs in, allowing users to submit Items directly from the Wallboard view.
• IP Whitelist: We strongly recommend using an IP Whitelist to secure unattended devices like Boards and Kiosks. This prevents them from being used from an unauthorized network.
  
  Enter one IPv4 or IPv6 address per line. CIDR masks are supported.

If you are creating an Active, Capture, Offline, Setup, or Inactive User, there will be an Additional header. Expand it to enter the following fields: 

• Employee ID, Hire Date, Physical Location, Work Phone, Mobile Phone, and Pager: These are options fields that help you provide more information about a user, if desired. 
• Title: A user's Titles, or degrees, are attributes that label and identify them so that other people in the system have a better understanding of who they are. 
  • The available Titles have been configured by your organization.
  • Your organization may have given this attribute a different name.

• Positions: A user's Positions, or job functions, are attributes that label and identify them so that other people in the system have a better understanding of who they are. The available Positions have been configured by your organization.
  • The available Positions have been configured by your organization.
  • Your organization may have given this attribute a different name.

• Employment Statuses: A user's Employment Statuses, or descriptions of the terms of their employment, are attributes that label and identify them so that other people in the system have a better understanding of who they are. The available Employment Statuses have been configured by your organization.
  • The available Employment Statuses have been configured by your organization.
  • Your organization may have given this attribute a different name.

• Certifications: A user's Certifications, or confirmation of their qualifications or education, are attributes that label and identify them so that other people in the system have a better understanding of who they are. The available Certifications have been configured by your organization.
  • The available Certifications have been configured by your organization.
  • Your organization may have given this attribute a different name.

Click Save to create the new user. 

What emails are sent when I create a new user?

• Active and Capture users with an associated email address will receive a welcome email with instructions for activating their account and logging in for the first time.

• Active and Capture users without an associated email address, will not receive an activation email. It is your responsibility to inform them about their account and help them log in for the first time.

• If the user is not an Active or Capture user, they will not receive any emails. If they are activated in the future, they will receive an activation email at that time (if an email address is associated with their account).