Managing Intellitix Console Users

In this article, we will review: 

‼️ Important to understand before adding users

Organizations vs. Regions

User permissions by role type

How to invite users to your organization or region

Accepting invitations

Initial Invitation

Additional Invitations

Deactivating Users

‼️ Important to understand before adding users

Organizations vs. Regions

You can invite users to your global organization or to a specific region within your organization.

Organization users will be able to see any events that are created at the organization level and regions that fall under the organization. They can also access any region within the organization, including the region's events, reports, and users.

Regional users can only see the events and users that are within that specific region. They can not see the organization as a whole, or any other regions they are not specifically invited to.

User permissions by role type

	Guest Support Tools	View Organization Details	View Event Details	Manage Vendors	View Dashboards/Reports	Edit Event Details	Add New Users	Edit Organization Details
Support	✅
Read-Only Admin	✅	✅	✅	✅	✅
Admin	✅	✅	✅	✅	✅	✅	✅
System Admin	✅	✅	✅	✅	✅	✅	✅	✅

How to invite users to your organization or region

Only available for Admin and System Admin users.

1. Once you are logged into Intellitix Cloud click on the organization or region you would like to add the user to from the organization list.
2. You will be taken to the User Permissions page, from there click Invite Users in the top right corner over the list of current users.
3. Enter their email address in the box that appears and choose which role you would like them to have, then click Confirm. One user at a time can be invited to the platform. To invite more than one, repeat these steps for each additional user.
   • Please review the user roles above if you’re unsure which user type to choose.
4. Their email address will appear on your list of users with a “!” in the status column.  The “!” will remain in the status column until they create their account and accept the invitation. 

5. Depending on if the user already has an account with Intellitix Console this is how they receive their invite emails:
   • If they already have an account: They will only receive one email, letting them know they have been invited.
   • If they do not already have an account: They will receive two emails, one asking them to reset their password and one letting them know they have been invited. They should use the link in the password reset email to set up their account password first, then log in.
6. Once the invited user has logged in to their Intellitix Console account they will need to click on the arrow beside their email in the top left corner, choose Invitation Waiting, and then click the Accept button on the list of invitations.
   • After accepting the invitation, their status will change to ✅ under Invitations and the date and time they accepted will appear in the Accepted On column.
   • If they are invited to multiple organizations or regions they can toggle between them by going to the organizations list when logged into their account. This can be accessed by clicking Organizations to the right of the Intellitix logo that is in the top left corner.
7. If you are ready to add more users you can follow these steps again.  

Accepting invitations

To access a specific organization or region you will need to be invited to it by an Admin or System Admin. Once you are invited to a new organization or region, you will receive an email inviting you to the region / organization with instructions on how to create your Intellitix account. 

Initial Invitation

1. When you are initially invited to an organization or region (you don’t have an account in Intellitix Console yet) you will receive two emails:
   • One asking you to reset your password
   • One letting you know you have been invited to an organization or region
2. Click the link in the password reset email so that you can set up your password for your account.
3. Once your password has been set up, you can login with your email and the new password.
4. Once you’ve logged into your account, click the arrow next to your email in the top left corner and choose Invitation Waiting.
5. Then click the Accept button on the invitations page.

You’re now able to choose to enter this organization and/or region to view or manage the event or guest support settings you have been given access to based on your role type (see user type chart above).

Additional Invitations

1. The first time you access your account after being invited to a new organization or region you will receive a notification that temporarily pops up in the top right corner letting you know you have a new invitation.
   • In case you miss the notification there will also be a green dot by your email address in the top left corner.

2. Click the arrow button next to your email in the top left corner then choose Invitation Waiting.
3. You will be taken to the invitations page where you can click Accept on the line of your invitation.
4. Once the invitation has been successfully accepted you will have this organization or region as an option to view from your organization's page.

Deactivating Users

Only available for Admin and System Admin users.

If you need to remove a user from your organization follow the steps below:

1. Once logged into your Intellitix Console account, click on the organization or region that you want to remove the user from.
2. Locate the user you would like to remove from your list of users.
3. Click Deactivate on the line that corresponds with their email.
4. In the confirmation pop-up that appears click Confirm.
5. The user will be removed from your list of users and the next time they try to log in they will no longer have access to your organization or region.

*You can add them back at any time by following the Invite User instructions above. Please note that a user that has been deactivated then invited again will not re-appear in your user list until they have accepted the new invite to join the organization or region.