User details
What you can or cannot do on a user record will depend on the permission assigned to your role. These permissions are set by your organisation. Please contact them if you have any enquiries about your permissions.
User banner
The banner at the top of the page offers an overview of the user basic details, e.g. starting date, dob, status, user id etc.
- Start date
- The start date is only visible for volunteers or for non-volunteers that also have a volunteer role.
- Users with one or more role profiles that don't have a start date set will display on the user banner the earliest date on their role profile(s).
- If a role profile is updated and the date on the role is before the user's starting date, this will automatically update the user's start date to the same date.
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All Assemble users should always have a start date.
- Date of birth
- Volunteer's full DOB should only be visible if the volunteer is under 18 (e.g. 3 Jul 2004) or if the logged in user has permission1 to see it. For other users, it should only show partial DOB (e.g. 25 Aug).
- On call
- Show the user On call status and remaining time4.
At the top of user banner, you will find other actions you can perform against a user record if you have the right permission.
If you make any change to a user profile while impersonating the user, it will appear as if the volunteer had done it themself.
However, if you update a consent, the tool tip next to consent updated logs on password & privacy will state who had updated it.
Be aware that the identity impersonation will be logged in the "Action on user" logs.
You cannot assume the identity of an inactive user.
You can manually change users status. However, you cannot manually set inactive a user that still have active roles.
Inactive users that don't hold any active role can still be set active. However, this is not a good practice; you should instead assign a new role to set inactive users back to active.
To temporarily restrict Assemble access to a user you can use the status on-hold3 functionality on the Contacts tab.
To add recognition to a user select the recognition and follow the onscreen instructions.
If you select the "Hide from volunteer option", it will not show for the user until the set date. However, it will still appear for users with the right permission2.
From the "More" tab, you can select to edit any recognition owned by the volunteer, and you can also download the recognition certification if available.
To remove recognition from a user, you must have the right permission5.
Tip
You can download a recognition certificate and add as an attachment, os the certificate will be available for the volunteer to download.
The activities tab allows the supervisor to do add, edit and delete activities on behalf of the user.
You can export users basic details.
Only the details you have permission to see will be included on the export sheet.
If you have the right permission, you can download a Sar (subject access request) on behalf of a user you have access to.
An email will be sent to the logged user who requested the SAR; the email contains a download link and a password to open the file.
Let's go through each section of the User details page:
Touchpoints are mainly used to record communication between the organisation and its volunteers.
Use touchpoints to log calls, individual or group meetings, emails and even SMSs to your volunteer's record.
There are also some actions done against the users that add a touchpoint in the background, e.g. when a user is put on hold, or a leaving process is initiated.
Touchpoints added to the application during the recruitment process will show on the "User details" page, but if they are added from the user/applicant details page, they won't show on the application screen.
Click the Add Touchpoint link at the top of the user record and select from the drop-down options the relevant touchpoint you want to add and follow the onscreen instructions.
A touchpoint can only be edited for up to four hours after it's created; if you want to make changes after that you can log a comment instead. Also, they cannot be deleted, only archived.
There are additional options available when adding a touchpoint, e.g.:
- You can Set reminders - On the set date, you will get a notification if the touchpoints are not completed.
- Mark as private - This will hide the touchpoint from other users. Just be aware that items marked as private are not locked; they are completely invisible to someone without the relevant access level.
- Mark to team history - Particularly relevant if you have had a meeting. Selecting this option shows the Touchpoint on the individual’s timeline for every volunteer in that team, as well as in the Team history page.
- Upload a file – Useful to store the agenda or minutes of a meeting, or a letter sent to volunteer.
- Archive a touchpoint - Touchpoints are removed from the overview on a volunteer's record, but they can still be shown in search results if you click to include it.
You can access the Teams history page from the Role widget on users Roles and Responsibilities tab and from My team page when filtered by the Team.
You may need to use notes to provide a background or important information. Notes can only be edited or deleted for up to four hours after created; there is also a comments option.
Pinned notes will always show at the top, but you can only pin one note at the time.
Marking a note as private or to a team works the same way as touchpoints.
The print option is not available for private notes.
Notes and touchpoints are part of a volunteer's management record so that the volunteers won't see them. However, other managers or team leader may have access to them depending on their permissions.
Personal details
All fields on the user personal details tab can be edited.
Volunteer start date can be blank. However, you cannot clear the start date once it has been entered.
Only the volunteer’s supervisor or named manager can edit volunteer’s starting date, and DOB (the volunteer can't edit it).
Encourage volunteers to keep the skills and interests always up to date; this information is used on the Directory as filters, which will help you to find volunteers with specific skills.
Status - Users can be put on hold3 (with or without contact) for up to six months at a time.
You can also set a volunteer to be on hold and temporarily restrict their access to Assemble, as shown below. Please be aware that if the user tries to login into the system they will see a message stating that their account is inactive; they won't know that it has been only temporarily restricted.
Once the set end date is reached the user will be set back to the previous status they were at before being put on hold.
Roles
Warning
"Delete role" functionality should only be used to delete roles accidentally added, so the system will understand that the deleted role has never existed. To end a volunteer role use the "leave role" functionality.
The role assigned to users will determine what functionality they will have access to and what information must be stored against their profile.
If you hover over the user title you can see the internal role name and the permission attached to the role the user holds. To download the role PDF click the role name.
Clicking the team will redirect you to the team history page where you can see the team Timeline.
Selecting the users filter on the team history page will redirect you to My team page with the team filtered by all users on the team.
To edit a role hover over the role row and select the view button and follow the on screen instructions.
Add new role
Please be aware of role permissions when adding a new role to a user, especially if the role has a higher permission than the one the user already has.
Please click here for details on ending volunteer and non-volunteer roles.
Applications
The application tab lists all applications made by the user at any stage. If you hover an application, it will reveal a view link; this will take you to the application.
Compliance
If the user role has risk activities attached it will show on the user record.
Users responsibilities
You can check if a volunteer has management responsibilities in the managed users and managed activities tabs.
You won't be able to remove a user responsibility (e.g. event) if the user is the only manager of the event. However, you can transfer the responsibility to another user.
Managed users
Select the users you want to transfer to another manager and click the transfer link; this will open a new window where you can search for the new manager. The user selector will display a drop-down with a list of members of your team by default, but you can also, search for other users on the system.
Two-factor authentication
"Disable two-factor authentication until the next time they log in" this functionality is a one-off solution, to temporarily disable two-factor authentication for users who have this functionality enforced by their role permission.
Reset password
Access details won't be displayed straight away as it is a privacy concern. Instead, we use a link to reveal (and hide) the username so that we can log the reveal attempts for audit purposes.
There is a time-out to hide it if the page stays open.
When a password is generated to a user, the will receive a confirmation email. And they will be forced to change the generated password on the first login.
Whenever a password is changed, the user will receive an email informing them about it.
Activities option allows you to view, add and edit the user activities. Basically, from here you can do anything the user can do in the activities listing page.
User logs
User logs show a list of actions done by the user, e.g. user logins attempt, export and exports, attempts to access restricted areas etc.
Address logs
User address changes -- here is where you should look if you want to find out a user’s previous registered address.
Action on users
These are actions other users have done to them, e.g. included their details in a user export, added or updated a touchpoint, assumed their identity etc.
Required permission(s)
- Supervisory permission:
- View user details - date of birth1
- Manage users - recognition2
- Manage users - on-hold status3
- See on call status of other users4
- Manage users - remove recognition5