New User Setup

This article is scoped to User Management within Assure (Settings > Organisational Configuration > Users). It has cross-module implications: the Role assigned during user setup controls the user's ability to view, create, edit, and approve records across all Assure modules.

A supporting video overview is available in the article and can be watched in multiple languages including French, German, Spanish, Italian, Polish, Dutch, Brazilian Portuguese, and Chinese (Simplified).

Prerequisites

• The Manage Users Supervisor Privilege set to Allow on the administrator's account

Navigating to User Management

1. Log in to Assure.
2. Navigate to Settings > Organisational Configuration > Users.

The Users list view displays all existing system user accounts and AssureGO+ user accounts.

Creating a New User Account

1. In the Users list view, click New Record to create a new system user or AssureGO+ user.

The new user form opens. Complete the details section for the new user.

Note: To update, copy or delete an existing user account, please select the Cog > Edit.

User Access Types

Two User Access Types are available, depending on which system the user needs to access:

• Assure and AssureGO+ (default): The user can access both the Assure main system and AssureGO+. These users require a full permissions setup including a Role and an Organisational Unit assignment.
• AssureGO+ only: The user can access AssureGO+ only (for example, to submit forms or view published records from a mobile device). These users do not require a Role assignment.

Note: The Access Type can only be changed manually by editing the user account after creation.

You can select between two User Access Types depending on which system they should access.

Ass

Required Fields for AssureGO+ Only Users

For AssureGO+ only users, the following information is required:

• Username
• Default Unit (Organisational Unit ID)
• Email address
• Full Name
• Password (optional at setup; the recommended approach is to use the Send "Create Password" Link option, which sends the user an email with a link to set their own password. The link is valid for 48 hours or until the user sets their password. The link can be reissued if required.)

Required Fields for Assure and AssureGO+ Users

For Assure and AssureGO+ users, the same fields as above are required, plus permissions must be allocated.

Allocating a Supervisor Privilege

Within the Permissions section of the user form, a Supervisor Privilege (a high-level permission that governs a user's access to system configuration functions, such as managing users, roles, notifications, and module settings) can be assigned to the user.

• To view what a specific Supervisor Privilege allows, navigate to Settings > Organisational Configuration > Supervisor Privilege > Cog > Details.
• Users do not require a Supervisor Privilege to access and work within the module areas of Assure. Supervisor Privileges are reserved for configuration tasks.

Allocating a Role

To grant a user access to module data (for example, to view, create, edit, or approve records), a Role (a set of access rights defining what the user can do within specified modules and Organisational Units) must be assigned.

1. In the Permissions section, click the + Add button to add a Role.
2. In the pop-out, select the Role the user should have and the Organisational Unit (Org Unit) where the Role is active.
3. Multiple Roles can be assigned to cover different modules or parts of the organisational hierarchy.

To view what a specific Role allows, navigate to Settings > Organisational Configuration > Role > Cog > Details.

Note: A Role alone does not grant the user access to configuration settings. Supervisor Privileges govern configuration access, while Roles govern module data access.

If you are using the People User Linking feature you will have the option to select which Person Register record the user license belongs to. For more information on this feature please see this article.

Updating, Copying, or Deleting an Existing User Account

To update, copy, or delete an existing user account:

1. In the Users list view, locate the user account.
2. Click the Menu Cog (gear icon) next to the user account.
3. Select Edit to update the account, Copy to duplicate it, or Delete to remove it.

Notes and Warnings

• Password: Setting a password is not mandatory at the point of user creation. An administrator can set the password manually at any time, or use the Send "Create Password" Link option to allow the user to set their own password. The link is valid for 48 hours.
• Access Type: The User Access Type (Assure and AssureGO+ or AssureGO+ only) can only be changed by manually editing the user record after creation.
• Supervisor Privilege is not required for module access: A user does not need a Supervisor Privilege to log in, create records, or work within module areas. Supervisor Privileges are for administrative and configuration tasks only.
• Role and Org Unit: A Role must be assigned with a specific Org Unit for the user to access records in that part of the organisation. Roles apply to specific modules and Org Units (including child Org Units if required).

AI Metadata

• Product Area: Assure, User Management, Organisational Configuration
• User Role: System Administrator, anyone with the Manage Users Supervisor Privilege
• Tags: New User Setup, User Account, Create User, User Access Type, Assure User, AssureGO+ User, Supervisor Privilege, Role Permissions, Org Unit, User Management, People User Linking, Password Setup, Send Create Password Link
• Version/Region: Assure (all versions, all regions)
• Important Synonyms: New User Setup (create user, add user, set up user account), User Access Type (user type, access level), Assure and AssureGO+ User (full Assure user, system user), AssureGO+ Only User (mobile-only user, portal-only user), Supervisor Privilege (admin privilege, supervisor permission), Role (role permission, module access role), Organisational Unit (Org Unit, Organisation Unit), Manage Users (user management permission), Person Register (people register, person record), Send Create Password Link (password invite email, create password email)
• Suggested Embedding Keywords: create new user Assure, add user account Assure, user access type Assure, AssureGO+ only user setup, assign role user Assure, supervisor privilege user setup, Assure user management, how to set up a user in Assure, new user account Assure, Org Unit role assignment, send create password link Assure, People User Linking Assure, user permissions Assure setup
• Relevant Modules and Cross-Module Implications: This article is scoped to User Management within Assure (Settings > Organisational Configuration > Users). Cross-module implications are significant: the Role assigned during user setup directly controls the user's access to all Assure modules (for example, Incident Record, Risk Assessment, Audit, Equipment Register, Person Register). The Supervisor Privilege assigned during user setup controls the user's ability to configure system-wide settings, manage other users, configure Roles, manage iQ Templates, manage Portal and AssureGO+ settings, and perform other administrative functions that affect all modules. People User Linking, when enabled, creates a connection between the user account and a Person Register record, which affects reporting and notification capabilities across modules.