People

The People tool has functions for you to manage user accounts. When you open the People tool, you'll see a complete list of all user accounts on your Smartabase site. You can sort the people list by selecting any of the list headers. Using the collapsible sidebar, you can also filter the people list by:

• First name
• Middle name
• Last name
• Username
• Known as (a name someone might like to be referred to as but doesn't fit in any of the other name fields).
• Email address
• UUID (universally unique identifier)
• Language
• Active status in Smartabase.

As a Smartabase administrator, you can use the people tool to take the following actions:

• Create a single new user account.
• Create multiple new user accounts.
• Make adjustments to user account attributes.
• Initiate a password reset for one or more user accounts.
• Reset the multi-factor authentication key for a user account.
• Set multi-factor authentication channel preferences.
• Share a multi-factor authentication key.
• Generate and send a magic link to a user to login with.
• Duplicate a user account.
• Merge two user accounts.
• Whitelist user accounts.

If you're a Smartabase team administrator, you're only able to modify user accounts for people who are in groups or roles that you have administrator access to. You're also not able to import, duplicate or merge user accounts.

Create a new user account

If you want to create a new user account, you can select the option called Create a new person and fill out the user account fields. This example shows the required fields (in red) which are necessary to fill out in order to be able to create a new account. There are additional fields for adding contact information, language preferences, favorite events, favorite dashboards or a profile image. To create a new user account, follow these steps:

1. Log into the administration interface.
2. Select the people tool from the administration home page.
3. Use the search function to check that the user you want to create does not already exist within Smartabase.
4. Select Create A New Person from the Options drop-down menu at the top of the page.
   • Fill out the necessary fields, which are highlighted in red.
   • Click the Save button.
5. Wait for additional options to appear below the Save button.
   • Add the new user as a member to any group they need to be in.
   • Add the new user as a coach of any group they need to have access to.
   • Assign any roles that should apply to the new user.
6. Click Save again to finalize the grouping and role decisions you have made.

All user accounts must have unique email addresses and usernames.

Import user accounts

The import process (the screenshot above shows the first step of this process) is extremely useful when you need to create multiple new users at once. It is necessary to have all the information that is required using the manual method, but in this case a CSV file can be used to tabulate that information for multiple users. It is also possible to include users’ role and group information in the import file.

Using the correct formatting in your CSV file is a critical step in this process. You must have columns for users’ first and last names, username, password, email address and date of birth. It is possible to use a temporary or fake email if you don't know someone's email address and need to put a placeholder. At Smartabase, we highly recommend using firstname.lastname@smartabase.com as this ensures that performance alerts, messages or other potentially confidential communications will not go to a location that your organization doesn't control.

To import user accounts, follow these steps:

1. Log in to the administration interface.
2. Select the people tool from the administration home page.
3. Select Import from the Options drop-down menu at the top of the page.
4. Upload a CSV file that contains data for new accounts organized into the required columns as well as any optional columns you need.
5. Once the CSV file is uploaded, the next screen will ask you to map the columns in that file to the fields in the system.
   • Select the matching column for each field from the drop-down list next to each field.
   • For dates, ensure that you select the format that you used when creating the CSV file.
   • If you have included columns specifying which group users are members of, pick these columns for the Name drop-down in the Groups section. Any groups that don’t already exist on the site will be created and users added as members. 
     • A description is not necessary at this stage, but if you decide later you want to have a description for a group, you can edit the group using the groups tool.
   • If you have included columns specifying which group users are coaches of, pick these columns for the Name dropdown in the Groups As Coach section. Any groups that don’t already exist on the site will be created and users added as coaches.
   • If you have included columns specifying which role/s will be applied to users, pick these columns for the Name drop-down field in the Roles section.
   • Check the spreadsheet at the bottom of this page to confirm that your file is mapped correctly.
   • Click Next.
6. A message will appear confirming that all people have been imported successfully.

If a user account in the CSV file has the same username or email address as an account that already exists on the site, the account in the CSV file will be mapped to the existing account. The existing account will retain its account details but will be added to any roles and groups that the user account was assigned to in the CSV file.

Adjust user account attributes

You can set favorite events, favorite dashboards, language and other account information using the People tool. When you're setting favorite events or dashboards from the People tool, please be aware that this will override any favorites that someone might have set for themselves.

Like setting favorite events, setting language for the user from the People tool will override any choice they've made from their account already. Smartabase supports some frequently spoken languages in addition to English. Please keep in mind that Smartabase will only translate text that is part of the system itself. If event or profile forms have been created in English and someone has set their language to Spanish, then your organization needs to work with us to provide a translation for the terminology used in the forms.

Initiate a password reset

Any time you go through the password reset process for other people, you'll need to verify your identity by completing multi-factor authentication. So it's important, as an administrator, to make sure that your own user account is set up for multi-factor authentication.

You can initiate a password reset for a single user account from that person's account page or you can initiate a password reset for multiple people using the Password reset option from the options menu.

When you initiate a password reset, each affected person will get an SMS or email message with a link to reset their password. Emails will be sent from noreply@smartabase.com.

If you have an additional level of authorization from your organization, you will also see the option to set a custom password. This means you can input the password yourself and the user isn't required to reset their own password. When you use this ability, you need to have a secure method for communicating the password to the owner of the affected user account.

Reset a multi-factor authentication key

As a site administrator you can reset the multi-factor authenticator key associated with a user account. Team administrators are not able to use this functionality. Neither site or team administrators are able to see the key in Smartabase as it is only visible to the account owner.

The multi-factor authentication key is used when a person wants to complete authentication (for example, when logging into Smartabase) using a code generated by the Google Authenticator application. If you reset this key, they will no longer be able to generate valid codes using this method. They will have to delete the obsolete account from their Google Authenticator application and add a new one which uses the new key.

Select multi-factor authentication preferences

If multi-factor authentication is enabled on your Smartabase site, you can set preferences for how codes are received. You can choose from up to three options:

• Authentication App
• SMS
• Email

The options available here will depend on your Smartabase application's settings (configurable only by the site owner), as well as any settings applied to the person’s role. Based on these settings, people can be limited to a choice between SMS and an authentication app or be restricted to using an authentication app.

Share a single-use multi-factor authentication key for a user account

If multi-factor authentication is enabled on your Smartabase site, you can assist someone who doesn’t know their password and is unable to receive a multi-factor authentication code. Typically they will receive a code either by email, SMS or use an authentication app (as explained above). But if they can’t access their code for any reason, as an administrator you can provide them with a single-use backup code. This can be found below the account details in the people tool. The code you can access here is one of their account’s backup codes. Because you only have access to one of a person’s backup codes as an administrator, after accessing their code you should instruct them to generate new backup codes (as per the instructions in the multi-factor authentication article). If they don’t do this, they’ll still have access to their remaining backup codes but you won’t be able to provide one for them in the future.

Generate and send a magic link to a user to login with

Magic links can be used to make onboarding people into Smartabase easier. Anyone with administration access is able to to generate and send a magic link, including team administrators. You can send a magic link to someone by finding their account in the People tool and clicking on the Generate login link button below their account details. Clicking this will send an email to the person that includes a magic link. Tapping the link will redirect the person to their Smartabase site on a web browser or will open the Athlete app on their mobile device. They will then be prompted to create a password in order to be logged in.

Duplicate a user account

This screenshot shows the user duplication feature, which is found in the options menu. Duplicating a user account is useful, for example, in situations where a Smartabase site includes multiple clubs. When an athlete is transferred from one club to another their account can be duplicated, with the original used by the new club going forward, while the duplicate is kept by the first club. New data can’t be added for the duplicate, nor can the athlete log in as the duplicate account. But the data up until duplication remains available for the original club to maintain reporting continuity. When the original club no longer requires the duplicated data, it can be removed with no impact on the athlete’s usual account used by the new club. To duplicate a user account, follow these steps:

1. Log in to the administration interface.
2. Select the people tool from the administration home page.
3. Select Duplicate from the Options dropdown at the top of the page.
   • Input the name, username or UUID of the actual user you want to duplicate. Their personal information should appear.
   • Click to show details about any data entered for the user and their permissions below the personal information.
   • Select Duplicate User at the top of the page to create a duplicate account.
   • Select Ok from the pop-up warning message.
4. A copy of the user's account will be created and a confirmation message will be sent to your email address.

It is not possible to edit a duplicated user account from the people tool. To move a duplicated user account into a group, you must go to that group and add the account there. If a duplicate account needs to be deleted, you will need to contact your organization's site owner to do this for you.

Merge a user account

When you need to merge two user accounts into one, you can use the option called Merge users in the Option menu. Normally, this process is used to merge accounts that were accidentally created twice, like in the example above. To merge users, you need to know the username or UUID (universally unique identifier) for both user accounts. When merging users, the account for the second user account is removed from the system and any event form data or profile data entered for or by that account is added to the user account of the actual user. The permissions (groups, groups as coach, and roles) for the second user are also added to the actual user’s permissions. It is not possible to undo a user merge. To merge a user account, follow these steps:

1. Log in to the administration interface.
2. Select the people tool from the administration home page.
3. Select Merge Users from the Options dropdown at the top of the page.
   • Input the user name or UUID of the actual user.
   • Input the user name or UUID of the second user.
   • Confirm that both selections are correct and the second selection is the account to be permanently removed from the system.
   • Click the Merge Users button.
   • Select Ok from the pop-up warning message.
4. You will be returned to the people tool screen.

Because it is not possible to edit a user account created through the duplication process, it's also not possible to merge a duplicated account back into its original account.

Whitelisting user accounts

If your site has user accounts set up to facilitate integrations with third-party software (using the Smartabase API), you might need to consider special exemptions. Features such as single sign-on (SSO), multi-factor authentication (MFA) and terms documents can prevent the accounts that access the Smartabase API from performing the necessary tasks for the integration.

If these features are enabled on your site, the integration account can be whitelisted so that they are bypassed and the integration can be run. To get an account whitelisted, you’ll need to contact the Smartabase team and discuss whether it’s appropriate to do so. The Smartabase audit trail records the activities of all whitelisted accounts for reference purposes in the case of inappropriate use.