If you have been designated as an Administrator for a Data Source or an Organization, then you manage who gets access to what data and what features the user will have access to. If you are setting up a new user, the first step to take is to click on “Users” in the left-hand navigation and type the person’s last name in the “Search for User” box. If nothing appears then you can go ahead and click the “Create User” icon as shown below.
On the Navigation bar, select Users and then select the green “Create User” button:
Enter the first name, last name, email address and phone number (optional) of the user in the screen that is displayed and click “Next”.
After clicking “Next,” you will be taken to a screen where you will be able to select the Roles that you want to assign to the user. The roles that are available are: “Reporting” or “Administrator”:
- An Administrator can upload data, view data; run reports, and manage other user accounts.
- The Reporting role will allow the user to upload and view data, and generate reports.
The Users Roles and Responsibilities document provides guidance on the various roles that need to be filled within a community in order to have a successful implementation. Ideally, the roles established in HomelessData should be represented within the region’s HMIS Policies and Procedures documentation that is asked for in the HUD NOFA application.
Administrators can assign user roles for the data that they have an Administrative role for:
- Data Source Administrators can manage users and assign roles for organizations and projects within that Data Source, giving users discrete access
- Organization Administrators can manage users and assign roles for all projects within their organization, across all data sources.
NOTE: Anyone who is assigned to a Data Source will be able to see any data within that Data Source, including data for all organizations. You do not need to assign someone to a Data Source if they only need to see data for a particular organization. Skip the Data Source tab and simply add the person to the organization.
Administrators should be assigned in a manner that is consistent with your region’s policies and legal authority. Generally, only one or two people should have this level of access.
On the next screen, you can set a temporary password and then send the User a Welcome Email.