Tip: To improve account management and security in Blackbaud solutions, we are consolidating user management options in Security and streamlining admin roles to enable more granular admin permissions. This help topic describes the updated account management and admin types, but we are also temporarily including the previous version of the help content for reference after the new content.
Users
From Control panel, Security, Users, select Add user and enter a name and email address. organization admins, solution admins, and users with the required permissions can manage the users and admins associated with their organization. This includes all of the organization's active and inactive users and admins with Blackbaud IDs, not just the users and admins for a particular Blackbaud solution. The page highlights details such as admin type and the Blackbaud solutions that users can access.
Users are individuals with Blackbaud IDs who can access features and tasks in a Blackbaud solution. Admins are users with the permissions to perform admin tasks. For more information adding users and admins, see Add user. And for information about the different admin types, see Admins Tasks.
When admins add users, they provide names and email addresses to send email invitations to create Blackbaud IDs. They also select the Blackbaud solutions to provide access to and assign admin rights as necessary. After users and admins create their Blackbaud IDs, they can access feature areas and tasks based on their assigned roles, and they can also access their user profiles and other resources.
To learn about feature areas, roles, and how a user's level of access is determined, see Role-based Security Overview.
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On the Users page, select Add user.
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Enter a name and email address.
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Under Security, assign roles for the feature areas that the user needs to access.
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In the solution list on the left side of the section, select the Blackbaud solution. Feature areas for that solution then appear on the right side of the section.
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For each feature area that the user needs to access, select the role that provides the correct level of access.
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If the user requires access to multiple solutions, select the other solutions and assign roles for feature areas as necessary.
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Also under Security, assign any admin rights that the user requires. For more information about the different admin types, see Admins Tasks.
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To designate an organization admin with full rights to manage all organizational admin tasks, select Make organization admin.
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To designate a solution admin with rights to manage a specific Blackbaud solution, select that solution on the left side of the section and then select Make solution admin.
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To enable regular users to manage organizational admin tasks, select Blackbaud account management on the left side of the section and then select the necessary security roles. Or to grant solution-specific admin rights to manage users and roles, select the solution on the left side of the section and the appropriate security role under User management.
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Select Send invite to send an email invitation to create a Blackbaud ID.
After the user accepts the invitation, it takes several minutes to process before they can begin working.
To edit a user's roles for the features areas in a Blackbaud solution, find the user on the Users page and select Manage roles from their menu. Then, under Security, assign roles for the feature areas that the user needs to access as well as any admin rights that the user requires.
After you edit a user's roles, the user automatically gets access to the area within several minutes without receiving and accepting another invitation. This applies to feature areas that the user already has access to as well as feature areas in a solution they'll access for the first time.
To maintain a history of users for your organization, you can't delete users. You can only make them inactive. To do this, find the user on the Users page and select Make inactive from their menu.
When you inactivate users:
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They appear in search results and lists but can't access your solution and its data.
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They can't access Support resources, such as Blackbaud University.
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They’re inactive for all Blackbaud solutions. You can't make users inactive for just one solution.
If you make the user active again, previous roles are restored automatically to provide access to feature areas.
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They're no longer linked to their user or have access to the database view. If you make them active again, you must re-link their users. For more information, see Database View Security Groups.
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They're no longer linked to their user or have access to Education Management. If you make them active again, you must re-link their users. For more information, see Education Management Security Groups.
Note: If you use multiple Blackbaud solutions, only organization admins with full access to all solutions can make users inactive. Solution admins can't do this.
To make a user active, find the user on the Users page and select Make active from their menu. For example, you can do this when a user returns to your organization after a period of time.
Note: If you use multiple Blackbaud solutions, only admins with full access to all solutions can make users active; solution admins cannot do this.
When you make a user active, previous roles are restored automatically to provide access to feature areas. However, you must edit the user and link them to their record in the database view again. For more information, see Database View Security Groups.
When you make a user active, previous roles are restored automatically to provide access to feature areas. However, you must edit the user and link them to their record in Education Management again. For more information, see Education Management Security Groups.
To designate the user's level of access to feature areas in each Blackbaud solution, select Manage roles from their menu. After you select the role, review its description to make sure you selected the correct one. For more information, see Manage roles.
Note: If you edit a user's role to provide access to another feature area, the user automatically has access to the area within several minutes without receiving and accepting another invitation. This applies to feature areas in a Blackbaud solution the user has access to now, and it applies to feature areas in a solution that they'll access for the first time.
To add a new user by copying an existing user’s access, select Create new user with same access from their menu. Enter the new user's name and email address. To modify the user's access before you save, change the selected feature areas and roles for the applicable Blackbaud solutions.
Note: If your organization uses multiple Blackbaud solutions, it's possible a new user will not receive the same access as an existing user when you copy. For example, if you copy access for a user who has rights to solutions that you do not have access to, the new user won't have access either. The access only copies from the existing user for the solution you both use.
To view action history for users, see History.
You can manage user lists to perform functions such as create a new list, export or share an existing list, or filter on specific criteria. See User Lists for additional information.
Warning: The remaining content describes user management before recent improvements. We are keeping this content temporarily for reference, but for the latest information, see the content above.
To get a user started, first consider their needs in your Blackbaud solution to determine whether you should add them as a user or an admin.
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User — A user has access to certain features and tasks for a Blackbaud solution. A user can also sign in to Blackbaud's website with their Blackbaud ID to view their profile and other resources, such as Blackbaud University.
Note: If you use multiple Blackbaud solutions, you can make a user an admin for specific solutions. For more information, see Add user for one or multiple Blackbaud solutions.
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Admin — An admin has full access to all features and tasks, including the ability to manage users and other admins.
The name and email address is required to automatically invite a user to your Blackbaud solution. After a user accepts the invitation, they use their Blackbaud ID to access feature areas and tasks based on the roles you assign. They also use their Blackbaud ID to sign in to Blackbaud's website and access their profile and resources, such as Central.
Note: Everyone at your organization with a Blackbaud ID appears in the list of users. If the user already has a Blackbaud ID and you need to provide access to a new Blackbaud solution, edit their roles. For more information, see User Details.
Tip: The count on the list of users includes all users, regardless of status.
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From Control panel, Security, Users, select Add user and enter a name and email address.
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To quickly provide full access to all your Blackbaud solutions, including the ability to set security for others, select Make admin.
Note: You can have an unlimited number of admins. For more information about admins, see Admins Tasks.
When you make an existing user an admin, their existing roles are overwritten. If you remove this access, the previous roles apply to the user again.
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When you are done, select Send invite to send an email invitation to the admin.
After the admin accepts the invitation, it takes several minutes for the acceptance to process. Once complete, they can begin working.
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From Control panel, Security, Users, select Add user and enter a name and email address.
Tip: New to security? To understand feature areas for your Blackbaud solution, their roles, and how the level of access is determined for a user, see Role-based Security Overview.
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Determine if you are adding a user for a single or multiple Blackbaud solutions.
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For a single Blackbaud solution:
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To provide access to a feature area for the user, select its checkbox. The feature areas that appear depend on the capabilities your organization uses. For more information, see Feature Areas.
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To verify you selected the correct role, review its description. For more information, see Roles.
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For multiple Blackbaud solutions:
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Under each Blackbaud solution the user should access, determine their security.
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To provide full access to all of the solution’s feature areas, select Make solution admin.
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To provide access to specific feature areas:
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Select a feature area’s checkbox.
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To designate the user’s level of access, select their role for each feature area.
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To verify you selected the correct role, review its description. For more information, see Roles.
Tip: The solutions and feature areas that appear depend on the capabilities your organization uses. For more information, see Feature Areas.
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Note: Solution admins have full access to a solution but can’t manage users for other solutions or make changes to your organization's account page on Blackbaud's website. For more information, see Admin types .
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To determine which information user can access, select Security groups.
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To create a new record, select Choose security groups and assign their applicable security groups.
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For a user with a record already, select Link to existing user and search for their user record.
For more information, see Education Management Security Groups.
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To determine which information or database view features the user can access, select Security groups.
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To create a new record for the user in the database view, select Choose security groups and assign their applicable security groups.
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For a user with a record already in the database view, select Link to existing user and search for their user record.
For more information, see Database View Security Groups.
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To determine which information or Education Management features the user can access, select Security groups.
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To create a new record for the user in Education Management, select Choose security groups and assign their applicable security groups.
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For a user with a record already in Education Management, select Link to existing user and search for their user record.
For more information, see Education Management Security Groups.
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When you are done, select Send invite to send an email invitation to the user.
After the user accepts the invitation, it takes several minutes for the acceptance to process. Once complete, the user has access to feature areas based on assigned roles for each Blackbaud solution. The user can also sign in to Blackbaud's website with their Blackbaud ID to view their profile and other resources, such as Blackbaud University. For more information about invitations, see Invitation Process FAQ.
To quickly add or change roles for a features area in a Blackbaud solution, select the user's name. For more information, see User Details.
Tip: Feature area columns, such as Analysis, display the roles assigned to a user.
Tip: Feature area columns, such as Connected Apps, display the roles assigned to a user.
To maintain a history of users for your organization, you can't delete or remove them when a user leaves your organization or when duplicate records exist (for yourself or another user) — you can only make them inactive. To do this, select Make inactive from their menu.
When you inactivate a user:
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They appear in search and lists, but can't access your solution and its data.
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They can't access Support resources, such as Blackbaud University, on Blackbaud's website.
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They’re inactive for all Blackbaud solutions you use. You can't make a user inactive for just one solution.
If you make the user active again, their previous roles are restored automatically with access to feature areas.
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They're no longer linked to their user or have access to the database view. If you make them active again, you must re-link their users. For more information, see Database View Security Groups.
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They're no longer linked to their user or have access to Education Management. If you make them active again, you must re-link their users. For more information, see Education Management Security Groups.
Note: If you use multiple Blackbaud solutions, only admins with full access to all solutions can make users inactive. Solution admins can't do this.
To make a user active, select Make active from their menu. You can do this when a user returns to your organization after a period of time.
Note: If you use multiple Blackbaud solutions, only admins with full access to all solutions can make users active; solution admins cannot do this.
When you make a user active, their previous roles apply to the user again to automatically restore access to feature areas. However, you must edit the user and link them to their record in the database view again. For more information, see Database View Security Groups.
When you make a user active, their previous roles apply to the user again to automatically restore access to feature areas. However, you must edit the user and link them to their record in Education Management again. For more information, see Education Management Security Groups.
To designate the user's level of access to feature areas in each Blackbaud solution, select Manage roles from their menu. After you select the role, review its description to make sure you selected the correct one. For more information, see Manage roles.
Note: If you edit a user's role to provide access to another feature area, the user automatically has access to the area within several minutes without receiving and accepting another invitation. This applies to feature areas in a Blackbaud solution the user has access to now, and it applies to feature areas in a solution they'll access for the first time.
To add a new user by copying an existing user’s access, select Create new user with same access from their menu. Enter the new user's name and email address. To modify the user's access before you save, change the selected feature areas and roles for the applicable Blackbaud solutions.
Note: If your organization uses multiple Blackbaud solutions, it's possible a new user will not receive the same access as an existing user when you copy. For example, if you copy access for a user who has rights to solutions that you do not have access to, the new user won't have access either. The access only copies from the existing user for the solution you both use.
To view action history for users, see History.
You can manage user lists to perform functions such as create a new list, export or share an existing list, or filter on specific criteria. See User Lists for additional information.