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 states:

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

This guide also goes through how to:

• Disable a user;
• Delete a user;

Pre-registered

Pre-registered users are users that have been added to SafeZone but have not completed their registration for the SafeZone App. While the users are in the pre-registered state, the user can be sent notifications through the Notify feature - if the user's mobile phone number is added to their profile, they can also be sent SMS messages through the Notify feature.

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. 
3. You can edit the mobile number in the Mobile field.
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 here will not be visible to the user in SafeZone.
   The Security Note can be a webpage URL that can direct security responders in OmniGuard and Command to a webpage that contains information about the user (PEEP information etc)
   
5. The Status field is set to "pre" for pre-registered and cannot be modified.
6. 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.

Under User Groups you can add the user into user groups for mass notifications. This can be done at any time no matter whether the user is pre-registered, registered for SafeZone, or an OmniGuard user.

To add the user to a user group:

1. Click on the dropdown button to show the list of user groups in your site
   
   OR
   Start typing into the user groups field to filter user groups that contain the characters you have entered in
   
2. To save the user groups for the user, click on APPLY otherwise click on CANCEL to cancel your changes
3. The user groups will then appear on the user's profile page.
   For more information about User Groups, please see the guide on User Groups

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. Refer to the steps in Pre-registered to edit the user's details.
3. Under Data Retention, by default, the user's account is not set to Protected. This allows you to delete the user from the system. Deleting a user's account prevents the user from logging into SafeZone and the email address can be recycled if a new person is registering with the same 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 checkbox 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
   
4. User permissions are covered in Editing user permissions
5. 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, please speak to your Customer Success Manager for assistance with revoking a user's OmniGuard access.

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 an OmniGuard 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. Refer to the steps in Pre-registered to edit the user's details.
3. If you need to edit the user's permissions, please see the guide on Editing user permissions
4. 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. a Security Officer based in London should not be seeing alerts being raised in Australia).
   To change the region group membership for the OmniGuard user:
   1. Untick the checkbox for All Region Groups;
   2. All region groups in the Region Groups list will be ticked;
   3. Untick the checkbox(es) for the region groups that the OmniGuard user is not a member of;
   4. 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.
   
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.