What we'll review:

Initial User

Adding Users as an Administrator

Understanding User Permissions

Result Delivery Options

Resetting the HR User's EULA

Moving a User

Deleting a User

Initial User

It is important to note that when a client is first created, the system will prompt you to create a default user. A new client cannot be created without also adding the initial user for that client.

Add Client Users as an Administrator

Navigate to the client for whom you wish to add or change users:

Navigate to Clients -> View Clients.
Bring up the desired client in the editor.

From the Client Information Editor -> click the View Users link as shown below.

This will bring up the Client Users page which displays the Names, User ID, Active status, and Admin status at a glance:

To create a new user, click the Add User link at the top and fill out the fields that follow.

User Information

User ID: The username used to log into the client module. Do not include spaces in the user ID; if possible, only use letters and numbers (no special characters), though most user IDs are based on the person or company name.
Password: The password used to log into the client module. You can view the password standards by clicking the Password Standards link, which are also listed below:
- The password must be unique in the system.
- The password must have at least 6 characters.
- The password must contain only alphanumeric characters—no symbols or whitespaces.
- The password must have both letters and numbers (at least one).
- The password must not contain the userid/username.
- The password is case-sensitive.
- The password cannot be the same as any of your last three passwords.
Confirm Password: Re-enter the password entered in the previous field. You will not be able to save the user until the passwords match in both fields.
User's Name: The first and last name of the user who will be logging in. It is advisable to use the individual's name rather than a generic title, so that you encourage each separate user to obtain a separate user login.
Contact Phone: The contact phone number of the user. If you don't have this info, you can enter n/a or any other placeholder, but you must put something in the field.
Contact Email: The email address that the user would like displayed on reports (if you choose to display user email addresses on your report format). This email address does not receive notifications from the system (see Result Email below). You must add an email address, so if the user does not wish to display their email address, you might consider removing email addresses from the report format for that client, if not more globally.

User Permissions and Settings

Active: You must check off this box to enable the user to log in. Always check this box for new users, unless you need to delay their ability to log in for some reason.
Administrator: If you check this box, then the user can do the following in the client module:
- Change his/her own user permissions
- Add other users and choose their permissions
- Change contact info and permissions (but not passwords) for current users

If you do not want anyone from this company with the ability to create other users or change permissions, you don't have to create an administrator; instead, you can perform all the user administration for that client.

View Other Users' Reports: Check this box to allow the user to view not only his/her own ordered reports, but also reports ordered by other users. If you check this box, the user will get two features allowing them to see reports from other users:
- The user can change the My Reports summary on the Report Management tab to reflect reports from all users, not just reports that he/she ordered personally. Click on View Options at the bottom of the My Reports section, then choose All Users' Reports to update the categories to reflect all users.
- A User dropdown on the Advanced Search page, so the user can find his/her own reports, reports from another user, or reports from all users.
View Branch Reports: If you've added any branches under this client (see Branches and branch ordering), check off this permission to enable the user to see reports from branches as well as his/her own reports. With this permission, the user gets the following two features:
- The user can change the My Reports summary on the Report Management tab to reflect reports from all branches, not just his/her branch. Click on View Options at the bottom of the My Reports section, then choose All Branch Reports to update the categories to reflect all branches.
- A Branch dropdown on the Advanced Search page, so the user can find reports from his/her own location, reports from a specific branch, or reports from all branches.

View Accounting: Check this box to allow the user to view and print invoices through the Accounting link under the My Account tab in the client module. If you've integrated your system with credit card payments (see Payflow Pro), then this user will also be able to pay invoices online through the client module.
View Pricing: Check this box if you wish to allow the user to see the pricing of searches they order. If you uncheck the box, all pricing info will be suppressed, and the user will also not be able to access the master list of prices from the My Account area.
Display Applicant Box for All Users' Reports: If you check this box, then the user will always see all users' reports, not just his/her own, by default in the Screening Status Box in the client module. Leave this box unchecked to allow the user to see only his/her own reports by default, with the ability to change that when desired (if you enable View Other Users' Reports above).
Order for Branches: If you've added any branches under this client (see Branches and branch ordering), check off this permission to allow the user to place orders for branches of his company. This is an effective way to allow a single client user to manage multiple locations or branches without needing multiple logins.
Restrict Results Viewing: Leave this unchecked for most users. If you check this option, then the user cannot view the detailed results of any reports. He/she can view the summary and status of reports and searches; however, the view report and print report links are removed, and the status of each search is no longer linked to the details of that search.
View Applicant Summary Only: This client user permission will restrict the user's ability to view results, documents attached to the report, and the applicant results summary. This is designed to pair with the permission of "order only", as it will further restrict the user's ability to view results.

View Summary Only: Can view applicant and order summary of what was ordered but not results.

View Grade: Can view applicant summary and assigned grade only, if adjudication is used.
Restrict Ordering: Leave this unchecked for most users. If you check this option, then the user cannot order reports at all. Checking this option disables the Order tab at the top, as well as the add searches to this report link that appear on reports in the client module.rt

Client Screening Statistics Report

This section allows you to determine whether the client user receives the Screening Statistics report via email, and at what frequency. For details about the report, see Client screening statistics. The user can also change his/her preferences for receiving this report through the My Account area of the client module. The report will be sent to the Result Email field as mentioned below, and will include data for the month to date. You have four options as to how the user receives the report.

Do Not Receive: The user will not receive the report via email, though he/she can log into the client module and navigate to My Account > Screening Statistics.
Receive Daily: The user will receive the report around midnight each day, including data from the beginning of the month up to the previous day.
Receive Weekly: The user will receive the report every Sunday around midnight, including data from the beginning of the month up to the previous day (Saturday).
Receive Monthly: The user will receive the report on the 1st of each month around midnight, including data for the entire previous month.

Result Delivery Options

This section controls how the user receives report results, including delivery method, type of data sent, and frequency.

Result Email: The email address at which the user receives report notifications and/or completed reports. If you supply a valid email address, it will be used as per the settings below. If you do not, then the user cannot receive any email from your system.
This field can receive multiple email addresses if separated by comma or semicolon.
Result Fax: Legacy feature. The fax number at which the user receives report notifications and/or completed reports. You must supply a valid fax number, as well as choose either Fax or Email & Fax as your communication method below, to take advantage of faxing.
Attach the report as file: A PDF report will be sent in email.
Embed the report in email: HTML embedded result will be sent.
Communication Method: Here, you can choose what method the system uses to send notifications to users. Choose one of the following options:
- Email: Choose this method to send all notifications by email. This will also send entire searches or reports via email to the user when they are complete (according to the timing method chosen below).
- Email - Status Only: Like the previous option, this sends all notifications by email when a report is completed but also includes delay messages, cancels, requests for more information, re-submit, notes, status request emails. By default, does not include notification of completed searches. It does, however, provide the status of the report. This functionality was intended for integrated clients who would automatically receive the results via a gateway, but still wanted to receive researcher status updates via email
- Email - Order Confirm and Result Link Only: This option is used to provide an email to the user upon completed report with a link to the report. The report will not be included in the email. The user will need to click the link and log in to access the information. Note: The status is not sent with this email. The user must log in to Verocity to see any information about the search.
- Fax: Choose this method to send complete reports and other notifications by fax, rather than by email. As stated above, this will cost you 11 cents per faxed page.
- Email & Fax: Choose this method to send complete reports and other notifications by both fax and email simultaneously. Make sure you have entered both a Results Email and a Results Fax above.
Online Only: If you choose this method, nothing will be emailed or faxed to the user - neither reports nor any notifications. This is commonly used for an integrated client. If the user's delivery settings are set to 'Online Only' then the 'Resend Results' option does not show on the search level for that particular user's searches. The user's settings would need to be set to receive fax or email for this option to be available:
1681b Result Delivery: Orders received through IM with 1681b enabled will default to the results setting type set at the integration level and will only be delivered on the report completion. *If the setting is not configured, no result link will be sent.*

*NOTE* Three things are needed for the user to receive an email with 1681b: 1. Order through IM, 2. On at the ATS 3. On at the User level. All other scenarios default to online only.
Report Delivery Timing: This setting determines what the system sends, and when, in terms of completed searches and reports. These settings only matter if you choose Email, Fax, or Email & Fax above.
- send all searches that have records immediately: Check this off to send any criminal searches that are completed with records to the client as soon as they're completed. Otherwise, the system will wait till the whole report is completed. This minimizes email to your clients, while ensuring that they can take early action if a record prompts an adverse action.
- send all searches that have records immediately: This will send an individual email for any criminal search that is completed with a hit. Otherwise, completed searches are sent in a batch every two hours as explained above.
- send all searches that have records immediately: This will send an individual email for any criminal search that is completed with a hit. Otherwise, completed reports are sent in a batch every two hours as explained above.
- Immediate Searches: Every time a search within a report is complete, the system will send the results of that search to the user. That is, if the user orders 6 searches for an applicant (for example, 3 County Criminals, an Instant Criminal, and 2 Employment Verifications), then the user will get 6 separate emails as the various searches are completed for that applicant.
- Immediate Reports: This option waits until an entire report is completed, then sends the entire report to the user at once. The user will receive the complete report via email, but only after every search within it is completed.
  
  *NOTE* If using the combination of Immediate search AND Immediate Reports, only the Immediate search email will be sent if the last search in a report completes with a record. The Completed report email will not be sent since the Immediate search email will contain the same information for searches in the total report.
- Batch Searches: This setting compiles all the individual searches completed every 2 hours and sends them all in one big email. This option is good for larger clients that process lots of applicants and don't want a ton of email, but still want to know about each search as it's completed.
- Batch Reports: This setting compiles all the reports that were completed in the past 2 hours, every 2 hours, and sends them all in one big email. That is, if a report has 6 searches and 5 are complete but 1 is pending, the system waits till that last one is pending, then sends that entire report along with all others that were totally completed each two hours.
- Online: No reports are sent to the user, though the user can still receive notifications of status updates, delays, or notes if the appropriate communication method is chosen above.

When finished, click the Add User button to create the new user. If any required fields are missing, or any fields are filled with invalid data, the system will prompt you for any necessary corrections.

*NOTE* If only one User exists for the Client, the Move and Delete options described below will not be available. If the one User needs to be moved or deleted, a "dummy user" will need to be created. Check the Active and Administrator checkboxes in the User settings. From the client level, go to Client Information and set the dummy user as the Default User for that client. Then, the Move User and Delete buttons will be available.

Reset HR User EULA

Admin users can reset the EULA agreement for HR users. Checking the box and clicking Save will force the HR user to have to accept the EULA agreement upon their next login to the HR module. Copies of previously accepted EULA agreements will be kept.

Moving Users

The "Move User" feature is useful for moving users around within their branches. This is located in the user account screen. Please keep in mind that the main default user for that account will not have the option to be moved.

You can check to see who the default user is by looking at the client's main information editor.
Navigate to the user's permissions -> Move User is on the bottom right.
You will be prompted to pick the new client and user you want reports moved to. When moving, all existing reports will be moved along with the user.