Shared User Accounts

Shared Accounts are those defined by the idea that while there is a valid email attached to the user account, the user account is used by multiple people to access specific, lower impact modules/features in AlumnIQ. In these cases, its preferable to require frequent password resets to ensure that these accounts are secure since passwords will be passed in less secure ways (email, post-it note, SMS, etc). For these accounts, we are enforcing a 24 hour life to every new password. An admin is responsible for creating new passwords for these user accounts.

To use shared accounts, you need to first visit the Admin Users screen under security. Pick a user to edit or create a new user. If using an existing user, please be aware that you will be severely changing how that user can use AlumnIQ. Along with frequent password resets, the areas of the admin they have access to will be significantly decreased (in most cases only Checkin and Checkin+). So don't do this to normal user accounts who need to keep their access moving forward! Under the users settings, set the "Shared Account?" setting to "Yes". Save the user settings.

Now visit Shared Accounts, and select that user's email address. You will see several options for communicating the password.

• Specify the email address of the user(s) who will be using the account.

• Send yourself a copy of the email with the password (handy if you want to forward it to the user with other things such as an attachment).

• Check the box for any modules that you want to include some generic instruction for.

• Add a personalized message to the email.

Note: None of these fields are required therefore there's no reminder that something might not be filled in. We do this in the case that you don't want to send any emails after the password is generated. Please double check the form to make sure its correct before submitting.

Once you submit the form, you will get a pop-up with the new password, the timestamp when it will expire, and, if your browser supports it, a button to copy the password to your computer's clipboard for pasting into your own communication.