Users
For more basic information on users check out this module on Trailheadon User Management
Use the quick find box (left hand side of the screen) and type User (you do not need to press enter). Once you do you will see everything in the setup area that contains the word user and the sub-menu items that also contain the word user.
One of the major areas of responsibility for an admin is in the Users > Users section. Click on the User link
- 1. Go toSetup
- 2. Use the quick find box and type:user
- 3. Click on Users option in the submenu underUsers
This will take you through to the user page where you will see all the users who have access to your system. There are a couple of things to notehere.
When Salesforce started as a company they made a decision to support non-profits. So, as long as you can prove that you are a registered non-profit in your country then Salesforce will give you 10 user licenses for free. Usually the cost for a license is around US$150 per license per user. So that is a significant saving for our organisations and it enables us to have one of the best CRMs in the world for free as many of our Alpha offices are under 10 staffmembers.
One of these licenses is used by the Alpha Digital team to build the connection between the Alpha Digital Platform (myAlpha) and the rest are available for you and your team to use.
Creating a User
From time to time you will need to create a new user when a new team member joins our organisation. To create a new user:
- 1. To do this, go toSetup
- 2. Click on Users and then from the submenu clickUsers
- 3. Click on the New Userbutton
- 4. Enter their details into the first column, eg First Name, Last Name, Title (JobTitle),
- 5. Select their role within the team, usually this will be “Ministry team” or “Adminteam”
- 6. The user license will beSalesforce
- 7. Select their profile, usually this will be “Alpha Ministry Team” or “NationalDirector”
- 8. Make sure to tick the boxes, Marketing user and OfflineUser
- 9. Enter their mobilenumber
- 10. In the mailing address area enter the information for the Alphaoffice.
- 11. Make sure the time zone settings and the language settings arecorrect
- 12. ClickSave.
The new user will be automatically sent an email to assist them in logging in for the first time.
Password Reset
On a regular basis members of your team will forget their password and lock themselves out of the system. You will need to reset their access.
- 13. To do this, go toSetup
- 14. Click on Users and then from the submenu clickUsers
- 15. Click on the check box next to the name of the person/s that have locked themselvesout.
- 16. Press the Reset Passwordbutton.
- 17. Confirm yourdecision.
Unfreeze (let someone login who remembers their password)
Sometimes because they have tried so many times to login they have frozen their access. But just as it happens they remember their password. When you unfreeze someone it doesn’t force them to change their password. To unfreeze someone:
- 1. Go toSetup
- 2. Click on Users and then from the submenu clickUsers
- 3. Click on the persons’name
- 4. Click on the Unfreezebutton.
- 5. Confirm yourdecision.
It is important to make sure that passwords get changed on a regular basis for the security of the data that Salesforce will be holding. As a standard setup, every 3 months your team will be asked to update their passwords.
Deactivating Someone (when they leave or no longer need access)
When someone leaves the organisation it is vitally important to make sure that you deactivate their access to Salesforce. This enables you to use their license for the new staff that comes into the organisation. We recommend deactivation over deletion as it will keep the activity that the previous staff member has completed.
- 1. Go toSetup
- 2. Click on Users and then from the submenu clickUsers
- 3. Click on the persons’name
- 4. ClickEdit
- 5. Unclick the Activebox
- 6. ClickSave.