Purposes:

Company Representative

The Company Representative Purpose is available if this is a company-based or mixed organization. This Purpose is assigned to users who represent their company, not to Individual Members or Individual Nonmembers, who represent their own interests. Also, it is not assigned to organization staff or to users who belong to staff companies and work in an administrative capacity rather than as representatives of participating member companies.

Data requirements for company representatives may include a primary email address that uses one of the company's accepted domains. If accepted domains are enforced on your website and you enter an email address that doesn't have an accepted domain, an error is displayed. As an administrator, you can enter this email address anyway, but if this is a proper domain for this company, be sure to add it to the accepted domains for this company.

Company Representatives should be assigned any Contact Types that are normally auto-assigned on signup. Auto-assigned Contact Types usually don't convey roles, but Company Representatives who hold special positions, such as Primary Contact, are assigned the Contact Types corresponding to those positions and these confer the additional roles and access needed to fulfill the responsibilities of these positions. Most Company Representatives inherit the roles that provide basic website access through Company Types assigned to their company through membership.

Individual Member

The Individual Member Purpose is only available if the Membership Feature is enabled and this is an individual-based or mixed organization. It is assigned to users who apply for individual memberships.

An Individual Member is usually assigned to a Company for Individuals that an administrator has added to the Kavi Members database to group Individual Members so they can be managed effectively. Some organizations prefer to add the user's actual company to the database, even though these companies aren't members and these individual represent themselves, rather than their companies.

Data requirements for Individual Members tend to be stricter and more extensive than data requirements for users with other purposes. This is especially true of membership information, but applies to other kinds of data that may be collected for members only, such as an image of the user.

Individual Members are automatically assigned User Types that confer roles and basic website access privileges when their membership goes current. Administrators may assign other User Types as necessary.

Individual Nonmember

The Individual Member Purpose is available if this is an individual-based or mixed organization and nonmember tracking is enabled. If the Membership Feature isn't enabled, this Purpose is assigned to any user who represents their own interests in the organization, rather than users who represent their company's interests. If the Membership Feature isn't enabled, this Purpose is assigned to users who haven't applied for individual memberships and who don't represent a company. Also, it is not assigned to staffpeople who work in an administrative capacity.

Data requirements for Individual Nonmembers tend to be lighter than data requirements for users with other purposes, especially compared with Individual Members.

Individual Nonmembers should be assigned any User Types and Contact Types that are normally auto-assigned on signup. These types are likely to confer roles that provide basic website access.

Staff Person

The Staff Person Purpose is assigned to organization staff or to users who belong to staff companies and work in an administrative capacity. Staff are added to the Kavi Members database only if they need to be given regular Kavi Members accounts, so your organization may not have any staff accounts.

Data requirements for Staff accounts vary and can't be generalized here.

Staff tend to require a much higher level of access privileges than other users. Staff may inherit roles that provide basic access through a special Company Type assigned to their company. Additional access can be assigned directly through Admin User Types. In some cases, roles that provide administrative or editorial access may be associated with the Company Type and inherited by all staff who belong to companies of that type.

Most options are self-explanatory, but those that may not be include:

Purpose

Set this user's purpose.

If you are editing a user's purpose, only purposes with compatible data requirements and types are displayed (e.g., if this user currently has a purpose of 'Nonmember', 'Individual Member' will be displayed). If you need to change this user to a purpose that isn't displayed, you will have to delete, then re-add, the user in order to assign the new purpose.

Company

Every user must be associated with a company. You can narrow the list of companies displayed in the pulldown list by setting the user's Purpose and clicking 'Show Matching Companies Only'.

Personal Info

Enter the user's name and title exactly as it should appear on the company roster (depending on your organization's privacy policy and the user's privacy preference settings), in any Kavi® Groups in which the user participates and other dynamic lists.

Contact Information

Enter email and phone contact information.

Note

Depending on site configuration, an email address may not be required. However, unless a valid primary email address is provided, the user will not be able to receive login information or other email notifications automatically.

Preferences

Available privacy preference options depend on your organization's policies and web site configuration.

The following options may be available:

Receive Members Email

If this is set to 'No, do NOT send general members email', this user will be unsubscribed from the Members@(your site domain.org) email list and can be excluded from template-based email tools. Administrators may take this user's preferences into account when sending other kinds of communications.

Note

This setting does NOT affect other mailing lists or contact options on this site, including those in Kavi® Groups.

Privacy Option

If set to 'Yes, share information', user information will be displayed on the roster.

If set to 'No, do NOT share information', this user's information or entire account can be hidden, depending on the site configuration. Selecting this setting has the following effects:

• Removes (or partially hides) this user from a roster of people from the same company available to this company

• Removes (or partially hides) this user from membership rosters and directories

• In Kavi Groups, sets 'Display my address and phone number in addition to my name and email address' to 'No'

Options:

Membership

Select the appropriate type of membership for this individual.

Important

Membership Types often confer roles that grant access to protected areas of a site, so when you create a membership for an individual, you may be granting access privileges that will go into effect as soon as the membership becomes active. Most memberships confer the default role 'member', that allows users to login to Member pages where they can edit their information and change their password. If this individual requires access privileges in addition to those granted through membership you may assign these on the 'Admin Info' step.

Start Date

You should only set the Start Date if you want to override automatic processing of this membership. If you want this membership to go through the usual membership process, including any billing or moderation, do NOT set the start date fields.

If you do want to override automatic processing for some reason, here are some ways you can use this option:

• If the membership term has already begun (the start date is in the past) and you want to add a membership retroactively, you may set the start date in the past.

• If you are adding a membership that shouldn't start yet, you may set the start date in the future.

Options:

Administrative Details

Information you entered on the previous step is displayed for reference. Press the Back button if you need to correct any of this information.

Company Information

Company Name

The name of the company to which this user belongs.

Company Types

Types assigned to this user's company. The user inherits any roles and access conferred through these Company Types.

Contact Types

Every user must be assigned a Company Administration and Contact Type to establish their relationship with their company, even if this is an individual-based organization and the purpose of the "company" is 'Company for Individuals'. Every user should be assigned the type(s) that would be auto-assigned if the user signed up through a signup or application form, such as the Kavi Members default type 'Employee' or a custom type specific to the site (these types will be preselected when displayed).

If this user is a company representative who holds a special position in the organization, assign the type that corresponds to this position. These types may include types installed by other applications, such as 'Billing Contact' or 'Showcase Company Editor'.

User Types and Roles

General User Types

Assign any General User Types that are appropriate. These types may confer roles and access, or may be used just to categorize users. Every user should be assigned the type(s) that would be auto-assigned if the user signed up through a signup or application form. These types are preselected when this step is displayed.

Kavi Edit Access

Grant or revoke access to Kavi® Edit tools and permissions that allow the user to edit specified areas of the website. These are usually assigned only to users whose purpose is 'Staff Person'.

Administrative Access

Grant or revoke access to Admin areas and tools for Kavi Members and other Kavi applications. These are usually assigned only to users whose purpose is 'Staff Person'.

Notes

Activity Note

Add a free-text comment to this user's Activity History. This note is part of this user's permanent record, is visible to administrators only, and can be viewed through the User Activity History tool.

Fields:

Template

The email template that is sent out.

To:

The user to whom this email is sent.

Cc:

A list of email contacts, aliases or addresses that will be cc'd when this email notification is sent.

From

An email address identifying the sender of this email. Generally this field includes the administrative alias in the format admin@your_domain.org.

Subject

The text that appears on the subject line of the email.

Body

The body of the email message. Any variables in the email template are replaced with actual database values when the template is displayed, so you can preview how it will look when it goes out. You can edit and personalize this message if you like.