Managing users

One of the great features of ClearPoint is the variety of user types and access levels that the application offers. Assigning different user types allows your organization a way to limit the permissions of users to only what is necessary.

Explaining the types of users and their permission levels

User types

No Access

A user flagged as ‘No Access’ cannot access the system. However, they can still be set as the owner of elements (objectives, measures, projects, action items, etc), and reports can filter elements based on to show or hide No Access users.

Browser

Browsers can log into the system and look around but not make any changes. These view-only users do not count towards your licensed user count, meaning they are free and you can add as many as needed (in accordance with your subscription agreement).

If possible, it is better to add people as ‘Browsers’ rather than ‘No Access’ so that they can see the latest information as well as utilize real-time email alerts and notifications.

Check out this video for a visual tour of Browser User permissions.

Updater

This is the most restricted licensed user type. Updaters can view everything (as permitted) and they can make changes to update information like numerical data, status indicators, and analysis.

For more explanation of the difference between editing and updating in ClearPoint, please see this article: Editing vs. Updating.

Check out the training video, further explaining Updater User permissions.

Editor

Editors can do everything that an Updater can do plus they can add new elements to the scorecard(s) (objectives, measures, initiatives, etc) and can add descriptive information like owners, definitions, charts, measure series, formulas, automatic evaluations, etc.

For more explanation of the difference between editing and updating in ClearPoint, please see this article: Editing vs. Updating.

For more details about the Editor User type, check out the training video!

Scorecard Administrator

This user role has all the permissions of an editor, plus the ability to edit the scorecard that they have “scorecard admin” access to. They can also edit layouts. As the name suggests, they are responsible for specific departmental scorecards.

If you would like to learn more about this user type, check out the Scorecard Admin User training video.

Administrator

This user role has control over the entire ClearPoint account. They have the capability to add users and scorecards as well as set periods, defaults, status icons and more.

By Scorecard

This user has their permissions set by scorecard, meaning they can have Browser access to one scorecard and Scorecard Admin access to another, etc.

Check out this video to get a quick tour of the By Scorecard User permissions.

By Group

‘By Group’ controls allow for extremely granular access to specific elements and scorecards. Using By Group access requires adding a User Group, setting up access rules, and then assigning users to the group. Note: This setup is extremely rare and not recommended in most situations.

Permission Level Matrix

Adding and editing users

Click on Users and Groups from below System Settings in the Control Panel.

Adding users

To add a new user, click the plus icon. This will open up a new window. Select the desired User Type. First Name, Last Name, and Email Address are all required fields. Provide this information before moving on. If you would like, you can also add information like Supervisor, Language, Phone Number, or a Profile Photo.

You can also set the user’s time zone. Note that this will affect the user’s scheduled items. There are three “Notification Email Settings” that you can choose from for the user: send an email for each alert, send a digest email with all alerts for each day, and do not send email alerts. For more information on configuring user notifications, see this article: Notification settings.

On the Security tab, set a password for the new user. Click the Scorecards tab to specify which scorecards to give the user access to.  If you leave this blank, the user will not have access to any scorecards and their user type will be changed to ‘No Access.’ When everything is all set, click Save.

Adding users in bulk

Click the dropdown arrow next to the plus icon. Select Add multiple users.

Select the desired User Type for the users added in bulk. Fill in the First Name, Last Name, and Email Address (Login), one new user per row. If users are being added from a spreadsheet, copy and paste into the columns to speed up the process!

Click on the Security tab and assign a default password to all the new users being added in bulk. On the Scorecards tab, check the boxes next to the scorecards that the users will have access to. Finally, click Save.

Editing users

To edit an existing user, click the edit icon next to their name. User information and notification settings can be edited from the Profile tab.

On the Security tab, administrators can change the password of the user. To force a user to reset their password upon their next login, check the Reset Password box. You also have the ability to enable Two-Factor Authentication and Require Single Sign-On Authentication if the organization uses this option.

Scorecard access can easily be changed from the Scorecards tab. You can also manage which users have access to Scorecards from Manage Scorecards. To learn more about setting Scorecard access, check out this help article. When finished, click Save.