What it is and what it's for#
Everyone in the programme is a user. Their record determines three things: what content they receive (by structure, location, tribe and eligibility groups), what they can do (their role) and who sees them in their dashboard and approves their actions.
How to set it up#
1. Onboarding#
There are three routes:
The usual route at launch. Loading the file with the people and their data is not done from the panel: you agree it with the WinChange team. The structure and the location must arrive with the same code you configured during setup, or the person will come in with no segmentation and receive no content. See Bulk onboarding and eligibility.
For one-off joiners. You fill in the record by hand with Add person, in Users, and set the password they will use the first time.
The person registers on their own with Sign up on the sign-in screen, with their corporate email. It only works if their domain is in the company's allowed domains.
2. Record fields#
The record has three blocks: the person's details (First name, Last name, Email, Internal ID, Job title, Phone, Bio and Photo), Where they are (Structure, which is their organisation; Location; Tribe and Eligibility groups, which takes several) and Access and budget (Weekly budget, Can sign in and Password). Each field is covered in Users.
3. Roles#
| Role | What they can do |
|---|---|
| Employee | Complete actions, take part, redeem points. |
| Manager | On top of that, see their people in their dashboard and approve or reject their actions. |
| Tribe leader | On top of that, represent their tribe. See Tribes and leads. |
| Administrator | Access to the project's admin panel: content, users and reports. |
The administrator role is granted in Roles, project by project, and it takes effect straight away. The manager role is not granted by hand: it belongs to whoever is listed as Manager of an organisation or a location, in Organisations and Locations. The leader is chosen on each tribe's record, in Tribes.
The manager role is not decorative: if an organisation or a location has no manager, its people do not show up in anybody's dashboard, and the actions that need the manager's approval stay pending and do not add points.
What the employee sees#
- Sign-in: on the sign-in screen they type their email, their username or the 4-character code the company gave them, press Continue, then enter their password and press Sign in.
- First sign-in: if you created them from the panel, they sign in with the password you set on their record; if they registered themselves, with the one they chose.
- Password recovery: with Forgot your password?, which asks for their email to send them the link. An administrator cannot see anyone's password, but can replace it from the record, in Password; the person is not notified.
- Two-factor authentication: if their account has it switched on, they are also asked for a code.
FAQs#
Someone cannot sign in. What should I check?
In this order: that their record has Can sign in ticked, that they are not in Blocked Users because of failed attempts, and that they are typing the same email as on their record. If they have forgotten the password, they can use Forgot your password?, or you can set a new one in the Password field of their record.
The password recovery email does not arrive. What should I check?
That the address on their record is spelt correctly, and their spam folder. If the email arrived but the link no longer works, another one was requested afterwards: only the latest one is valid.
What is the difference between deactivating and deleting someone?
Nobody is deleted from the panel. To deactivate someone, untick Can sign in on their record: they lose access, but nothing they did is deleted, and they move to the Deactivated filter in Users. That is what to use when someone leaves.
Can I change someone's email?
Yes, but it is what they sign in with: from that moment on they sign in with the new one. No two people can share it.
What happens to the points of someone who leaves?
They stay in their history. If they are reactivated, they get them back as they were.
Limits and warnings#
- An account locks itself after several failed sign-in attempts. It appears in Blocked Users, and from there unblocking it resets the attempts to zero and gives them their access back. See Security and traceability.
- Only the latest recovery link is valid. If someone requests two, the first one stops working.
- Moving someone to another location or structure changes who sees them in their dashboard and who approves them.
- A user with no structure and no location only receives the content that goes to the whole project. It is the most common reason for "nothing shows up for this person".