Editing a user's details

This page covers how to edit a user's details. Editing the user's permissions is covered in Editing user permissions.

Once you have registered a user you can then edit their details by clicking on their name from the user list. Their user account will appear in 3 different phases:

• Pre-registered;
• Registered for SafeZone;
• Registered for OmniGuard/Command;

This guide also goes through how to:

• Disable a user;
• Delete a user;

Pre-registered

To edit a pre-registered user's details:

1. Click on Edit.
2. You can edit the user's name in the Given name and Family name fields. This field must not be empty when you save changes.
3. You can edit the mobile number in the Mobile field. This field must not be empty when you save changes.
4. You can add in a Security Note for any users who may be a security concern to your organisation's security team. Any notes added in here will not be visible to the user in SafeZone.
   The Security Note can be a webpage URL which can direct security responders in OmniGuard and Command to a webpage which contains information about the user (PEEP information etc)
   
5. The Status field is set to "pre" for pre-registered and cannot be modified.
6. Under User Groups you can add the user into user groups for mass notifications.
   For more information about User Groups, please see the guide on User Groups
7. Click on Save Changes to save your changes, otherwise click on Cancel.
   
   Important: It is not possible to edit a user's email address as the email address is assigned the unique SafeZone user ID at the top of the screen. If you have created an account using an incorrect email address, please follow the steps below to delete the user and re-create them in the system.

Registered for SafeZone

Once the user completes their registration for SafeZone, the User Details page will change to reflect that they have registered their account. 

Editing a registered user's details is similar to the Pre-registered steps outlined above with a few differences. To edit a registered user's details (the steps below will only go through what is different from the Pre-registered steps above):

1. Click on Edit.
2. Under Data Retention, by default, the user's account is not set to Protected. This means that you can delete the user from the system so they will not be able to log in and you can recycle their email address to use if someone is taking over that email address.
   
   Protecting the user from deletion may be required if you have to produce data/reporting about an individual(s) and any alerts/scenarios from SafeZone to authorities or for legal reasons.
   To protect an account from deletion, tick the check-box for Protected. If you try to delete the user, you will get a message informing you that "Protected users cannot be deleted"
   
   
   Selecting Protected will also protect the account from deletion if you have Data Retention rules set in Global Settings - Data Retention
   
   
3. User permissions are covered in Editing user permissions
4. If the user you have created also needs access to OmniGuard/Command you can click on Grant access to OmniGuard which will elevate their access to be able to use OmniGuard/Command.
   
   
   Important: Once a user has been granted access to OmniGuard, they will be able to respond to alerts through the OmniGuard app. The user may also be able to view the users’ contact details in the system. It is not possible to change the user back to a SafeZone user. If you have made an error when granting access to OmniGuard, it is recommended to delete and re-create the user in the system. Alternatively, you can change the user’s permissions to allow the user to not see any alerts and user records. For more information, please see the guide on Editing user permissions
   

Registered for OmniGuard

Once the user has been given access to OmniGuard, the User Details page will change to reflect additional Permissions and display the list of Regions Groups.

Editing a registered user's details is similar to the Pre-registered steps outlined above with a few differences. To edit a registered user's details (the steps below will only go through what is different from the Pre-registered and Registered for SafeZone steps above):

1. Click on Edit.
2. User permissions are covered in Editing user permissions
3. By default, granting the user access to OmniGuard will add them to all Region Groups. This will allow them to see and respond to all alerts in Command. You may need to remove the OmniGuard user from certain region groups if they are not meant to see the alerts being raised in regions that belong to that region group (eg. Security Officer in London should not be seeing alerts being raised in Australia)
   
   To change the region group membership for the OmniGuard user:
   1. Untick the check-box for All Region Groups;
   2. All region groups in the Region Groups list will be ticked;
   3. Untick the check-box(es) for the region groups that the OmniGuard user is not a member of;
   4. There is no need to click on Save as SafeZone automatically saves your changes.

Disabling a user

If you need to prevent a user from logging into SafeZone, OmniGuard and/or Command:

1. Click on the Disable button.
2. The User Disabled warning message will appear at the top of the screen
   
3. To allow the user to log in to SafeZone again, click on Enable.

Deleting a user

To delete a user from the system:

1. Click on Delete. The Confirm User Deletion screen will appear:
   
2. To delete the user from the system, click on Delete User.
   
   Important: Once the user has been deleted from the system, their account details can only be managed with a direct link to their user page. If you lose this link, you will not be able to restore the user (SafeZone staff will also not be able to restore the user). An example of the direct link is shown on the screenshot below:
   
   
   
   
3. The banner at the top of the user's account details will inform you that the user has been deleted.
   If you have set Data Retention settings for SafeZone, the user’s account will be deleted from the system when your data retention policy applies. 
   For instructions on how to set up the Data Retention Settings, please see the guide on Data Retention.
   
4. The Registration menu will allow you to restore or purge the user from the system.
   
5. Click Restore to restore the user account. This will allow the user to log back into the system using the most recent password. 
6. Click Purge to completely delete the user from the system. You will receive a confirmation screen before the user is deleted.
   
7. Click on Purge User to completely delete the user from the system, otherwise click on Cancel to cancel the deletion of the user.