With KLEKSI, you can create, manage, temporarily disable, and delete user accounts yourself. This allows you to easily determine who has access to your environment and what rights each user receives.


Add a user
To grant a new user access to KLEKSI:

1. Go to Users via the menu on the left.
2. Click on the + button.
3. Enter the user's email address.
4. Select the desired role.
5. Indicate whether the account should be active immediately.
6. Click Save.

The user then automatically receives an email with instructions to create a password.

After setting a password, the user can log in and work on the collection.


Roles and rights
When creating a user, you assign a role.

The role determines which parts of the system are accessible and which actions the user is allowed to perform.

Depending on the configuration of your environment, roles can, for example, grant access to:

• Viewing objects.
• Editing objects.
• Managing collections.
• Executing bulk changes.
• Managing users.
• Configuring the system.

The available rights vary by role.


Manage users
Go to Users to view an overview of all user accounts within your environment.

In the overview you will see, among other things:

• User name.
• Email address.
• Role.
• Account status.

Click Manage next to a user to open the user settings.


View user status
Within the management screen you can see:

• Whether the user is active or inactive.
• What role the user has.
• Which settings apply to the account.

Here you can also perform various management actions.


Temporarily disable a user
If you want to temporarily deny a user access to the system, you can disable the account.

1. Open the user account via Manage.
2. Disable the account.
3. Save the change.

A disabled user can no longer log in, but all account data and settings are retained.

This is useful, for example, when:

• An employee is temporarily absent.
• A volunteer is ceasing activities.
• You want to temporarily block access.

The account can easily be reactivated later.


Reset a password
When a user has forgotten their password, you can perform a password reset from the administration screen. If the user has already set their own password, they can also use the 'forgot password' function on the login page.

After the reset, the user receives instructions to set a new password.

Additionally, every user can use the Forgot Password function on the login page.


Reactivate a user
A previously disabled user can be reactivated at any time.

1. Open the user account.
2. Activate the account.
3. Save the change.

The user can log in again immediately afterwards.


Delete a user
To prevent accidental deletions, a user account cannot be deleted immediately.

Before an account can be deleted, it must first be disabled.

1. Open the user account via Manage.
2. Disable the account.
3. Click on Delete.
4. Confirm the deletion action.

The user account is then permanently deleted.


Important
Deleting a user account does not affect the objects, collections, or other data created or modified by this user. This information is retained within KLEKSI.

For security reasons, KLEKSI advises disabling accounts of users who no longer require access before deciding to permanently delete the account.