Note: Please refrain from giving new users access to Apricot by saving their information over old user accounts, as Apricot keeps records of historical information such as who created and edited records even if the user is inactive. Users who no longer need access to Apricot should be marked as inactive, and new users should be added as brand-new user accounts.
Follow the steps listed below to learn how to create an Apricot account for members of your organization.
Step 1: Navigate to Users
In the Administrator view of Apricot, expand the Access Control category of the navigation bar and select Users.
Step 2: Add a new user
In the top-right corner of the Users page, click ‘New User +’.
Submit the following required information for the new user:
Email: This will be their username. An email notification with login instructions will be sent to this email address.
First and Last Name: This will appear on records when the new user creates or edits data in Apricot.
Step 3: Select a User Type
The following options in the User Type field determine what kind of access the user should have:
Standard users have access to log in and edit data in the Apricot database. Their access to certain forms, records and reports can be managed or limited by Administrators.
Administrator users are assigned to all sites by default and have the same access standard users have and more; they also have access to the functions under the Administrator view of Apricot. Access for Administrator users cannot be managed or limited.
Guest users have very limited access to Apricot. Your Apricot Service License Agreement (SLA) determines whether you can add Guest users to your site, as it is a premium add-on feature.
Step 4: Select the user’s site
Click on the dropdown field to select which site the user should be associated with.
Step 5 (optional): Allow Site Administrator access
The last toggle button in the User Details section can grant Standard users maximum access to their site based on the roles and programs within the assigned site. Site Administrators will have the following default capabilities in their assigned sites:
View all configured forms
Create and edit users
Create and edit programs
Grant permissions to users
Import records
Access audit trails
Create standard reports
There are also two optional capabilities available per assigned site:
Create and edit forms
Unarchive records
While this doesn't offer as much access as the Administrator user type, it can more evenly distribute access among your users to help streamline database management efforts.
Step 6 (optional): Assign a Role and Program
This step is not required to send an invite to the new user, but you can do so here. Click ‘Add +’ to open a pop-up window.
Click the Role dropdown field and select which Role to assign the user. Then, click the + icon next to the site name to view all available programs to assign. You can check the box next to the site name to select every program or choose specific programs.
Click Save to confirm your changes.
Step 7: Send an invite
At the bottom of the Add New User page, click ‘Send Invite’ to send the email to the user’s email address with login instructions. Once a new user is created, their user card on the Users page will show as ‘Invited’.
The user can then log in to Apricot through the link and create their password, removing the ‘Invited’ detail from the Users page. Note: If no Roles or Programs have been assigned to the user at this point, they will not be able to see anything in Apricot after logging in.
Note: Our recommended best practice is to configure your email settings and security to allow emails with the below email address and IP address into your inbox:
Sent from: secure@socialsolutions.com
IP address: 168.245.23.126
Note: The login link contained in the email is only valid for 30 minutes. After 30 minutes, the link will expire, and the invite will have to be resent via a snack bar on their User Details page.
