Managing Users

To create, edit, or delete users, you need to have a Client Administration profile. To see if you have a Client Administration profile, point to Actions in the upper-right corner in SmartSpace and click Admin. If you believe you should have Client Administration access but do not, contact your system administrator or Support.

  • Client Administrators can't create, edit, or delete other Client Administrators.
    To request one of these actions, contact Support.
  • IDeaS recommends using Google Chrome as your browser. SmartSpace is optimized for this browser.
  • New users receive an email explaining that they have seven days to reset their temporary password before it expires. If they let it expire, they have to use the Forgot Password link from the sign-in page to get a new password.

User Manager Role

User Managers have full administrative rights to all non-administrative areas of SmartSpace (Dashboard, Trend Analysis, Strategy Setting, Performance, Competitive Market, and Database). User Managers can do the following for their properties:

  • View the list of users with access to the manager's properties.
  • Add users.
  • Reset passwords for users.
  • Switch users between View and Full permissions.
  • Switch users between inactive and active.
  • Grant user access to the IDeaS Discover learning platform to complete the Mastering Your SmartSpace System course.

Note: To add or edit a user account, the user must have access to the same properties or a subset of the User Manager's properties.

Setting Up Users

Creating New Users

  1. In the upper right, on the Actions menu, click Admin. The Clients page displays.
  2. Click view to see a list of your properties.
    Note: Make sure you are doing this step from the Client page and not an individual Property page.
  3. Click the Users tab.
  4. Click Add User and complete the form that appears:
    • Forename—Enter the user's first name.
    • Surname—Enter the user's last name.
    • Email—Enter the user's email address.
    • Telephone—Enter the user's phone number.
    • Job Title—Enter the user's job title.
    • Clients—Enter the clients for the user.
    • Access to—Select one property that the user needs to access from the list. You can assign more properties from the Edit User page.
  5. If you want the user to have additional rights, select the User Manager option.
    For details, see User Manager Role.
  6. Select the Discover Access option to provide online learning access on the IDeaS Discover learning platform.
  7. Click Save.
    A Client User Creation Email Sent message appears.
    Click OK. The Edit User window appears.
  8. Click Add Property.
    The Associate Property window appears.
  9. Select Full or View from the Access Level ID list for each property the user needs to access.
    • Full access allows users to upload files and change the Database Setup.
    • View access provides views of all tools.
  10. Click Save.
    SmartSpace sends an email to the new user with their temporary password. If applicable, the IDeaS Discover Learning system sends a separate email with the new user details.

Editing User Accounts

  1. In the upper-right corner, point to Actions and click Admin.
    The Client level configuration page displays.
  2. Click view to see a list of your properties.
  3. Click the Users tab.
  4. Click edit next to the user you need to update.
  5. Make the edits to the various information, as needed (Names, Telephone numbers, Job Roles, and Property Access).
  6. To inactivate a user, clear the Active checkbox.
  7. Click Save.

Activating or Deactivating Accounts

Reactivating Locked Out User Accounts

  1. In the upper-right corner, point to Actions and click Admin.
    The Client level configuration page displays.
  2. Click view to see a list of your properties.
  3. Click the Users tab.
  4. Select the Show Inactive Users checkbox.
    The list now includes inactive users displays.
  5. Click edit next to the user you need to reactivate.
  6. Select the Active checkbox and click Save
  7. Click edit .
  8. Click Reset Password to change the user's password.
    A confirmation message appears.
  9. Click OK, and then click Close.
    SmartSpace sends the user an email with a temporary password.
  10. Click Save.
    The Last Login field is cleared.

Deactivating User Accounts

If you have User Manger or Client Administrator access, you can set user accounts to inactive. You can do this to temporarily suspend an account.

  1. In the upper-right corner, point to Actions and click Admin.
    The Client level configuration page displays.
  2. Click view to see a list of your properties.
  3. Click the Users tab.
  4. Click edit next to the user you need to update.
  5. To inactivate a user, clear the Active checkbox.
  6. Click Save.

Deleting User Accounts

If you have Client Administrator access, you can delete user accounts. You can do this to permanently remove an account. If you may want to use this account in the future, set the account to Inactive instead.

  1. In the upper-right corner, point to Actions and click Admin.
    The Client level configuration page displays.
  2. Click view to see a list of your properties.
  3. Click the Users tab.
  4. Click edit next to the user you want to delete.
  5. Click Delete.
    A confirmation message appears.
  6. Click OK.
    SmartSpace removes the user and revokes system access.