In the Users area of your control panel, you can access a list of everyone who has been added as a user on your Qgiv account. This article will explore adding a new user, including the various permission levels, what pending users see, and how to edit user information.
Contents:
To view a quick-start tutorial on adding users, check out this video:
Adding a New User
To get started, click Users within Settings in your organization-level control panel.
After clicking the Users menu item, you’ll see a table containing user email addresses, names, roles within your organization, the form(s) the user has permission to access, options to edit or remove users, and a way to reset their passwords. You'll see a search tool, as well as a drop-down menu that allows you to search for users on certain forms.
The user system is invitation-based, and only account admins can invite new users. There is no limit to the number of users you can add to your account or the number of users you can add to an individual form.
Adding a new user is simple. First, click the Add New User button located above the table.
You’ll be taken to a screen where you can fill in the user’s email address, name, title, phone number, and role in your organization. This is also where you'll configure the user's permission levels.
If you’d like to make someone an Account Administrator, toggle on that option. This will give the user access to ALL of your organization’s controls and forms. This includes setting up service integrations and making changes to pricing packages. If you select this option, the other toggles will disappear because API Settings & Keys and Donor Accounts permissions are included when you make someone an account admin.
If users have access to API Settings & Keys, they can generate API tokens for the purpose of integrating third-party programs. They can also generate one-time use tokens for Mobile VT. If they have Donor Accounts & Recurring Payments permission, they can access and configure donor account and recurring payment settings.
Below the toggles, you’ll see a field where you can select specific forms or events for which you’d like to configure permissions. Click within the field to select one or more forms or events. Want to select all forms? Choose All Forms and Events.
If you choose all forms, you can specify exceptions in a table that appears below.
Standard Qgiv Permissions
If you select a Standard Qgiv form (donation form/event registration) in the form selection area, you'll see additional permissions to configure. If you make the user a Form Administrator, they'll have permission to do everything on the list.
If you’d like to assign certain permissions, while leaving others out, you can do so by using the checkboxes. Let’s take a look at what each permission option encompasses.
- Manage Form allows users to configure settings for all items in the Form Settings area of the form-level control panel. This includes the form dashboard, form settings, donation amounts, restrictions, dedications, and custom fields. They'll also be able to access the Goals section to create goals for donation thermometers.
- Share Form allows users to configure the social sharing settings located in the Share Your Form area of the form-level control panel. With this permission, users can set up the image and description that will appear in Facebook posts if a donor shares your donation form to their Facebook account.
- Manage CMS allows users to access Form Builder, which they can use to edit wording, colors, and form content your donors will see when they land on your donation page. This includes customizing the landing page, as well as adding and configuring widgets. They can also edit the content of the confirmation page displayed after users make a donation or register for an event.
- Reports and Statements allows users to access all items in the Reporting area of your organization’s control panel, where they can create and run reports. They’ll also have access to Recurring Payments in the Donors area, as well as Statements and Batches & Settlements in the Statements area. In each area, users will only be able to see information for the form(s) they have permission to access—they won’t see transactions for forms they don’t have access to.
- Manage Receipts allows users to customize the receipts that are automatically sent to your donors after they make a donation. This permission will allow your users to edit the content of their assigned form’s receipts, including text, tags, and images. They’ll only be able to view receipts for their assigned forms in the Receipts area of the control panel.
- Events allows users to create and manage an event on the Qgiv form to which they are assigned.
- Virtual Terminal permission allows users to enter donations and event registrations in the Virtual Terminal. Users will only be able to see the forms you’ve given them access to in the drop-down menu within the VT.
- Manage Media allows users to manage the resources and media added to receipts and Form Builder.
- Manage Kiosks allows users to access and configure any kiosks associated with the form.
Auction Permissions
The permission options for auction forms are the same as for standard Qgiv forms, with three differences: Manage Form is replaced with Manage Event, Events is replaced with Manage Auction Items, and Manage Media is replaced with Manage Content.
If you’d like to make a user a Form Administrator, you can toggle that option on to allow them control over all of an auctions settings and content.
Here are the auction-specific permissions:
- Manage Event allows users to access and configure all settings located in the My Auction area. This includes access to the auction dashboard, auction settings, packages, promo codes, custom fields, dedications, donation amounts, and restrictions.
- Manage Social and Notifications allows users to configure the social sharing settings located in the Share Your Form area of the form-level control panel. It also grants access to create and send auction notifications.
- Manage Sponsors allows users to add and edit sponsors and sponsor categories.
- Manage Auction Items allows users to add and edit auction items and categories.
Peer-to-Peer Permissions
The permission options for peer-to-peer forms are similar to standard Qgiv forms and auction forms, with a few differences: Share Form is replaced with Share Event, Manage Receipts is replaced with Manage Store, Manage Media is replaced with Manage Content, and Events is replaced with Manage Constituents.
If you’d like to make a user a Form Administrator, you can toggle that option on to allow them control over all of a peer-to-peer event’s settings and content.
Here are the peer-to-peer-specific permissions:
- Share Event allows users to access everything in the Share Your Event area of the form level control panel. Your user will be able to manage the image and description that will show up when someone shares your event on their Facebook timeline, schedule social media posts and updates (if they also have API Settings & Keys permission), and build system emails and custom emails that will be sent to participants and event donors.
- Manage Store gives users access to everything in the Store tab. They can set up your store, as well as add and manage products and categories.
- Manage Content gives users access to everything in the Content area. They’ll be able to create, manage, and assign badges, add and manage sponsors, and create participant resources. They’ll also be able to manage any inappropriate content that may be reported by visitors to your peer-to-peer event’s page, and they’ll be able to customize the Peer-to-Peer Welcome Quest.
- Manage Constituents allows access to an event’s participants, donors, and teams. Users with this permission can make manage and edit participant and donor information, verify/unverify offline donations, and ghost participant accounts.
Overriding "All Forms and Events" Settings
If you selected "All Forms and Events" in the User For field, you can still assign form-specific permissions that differ from permissions granted on the other forms.
To set up unique permissions for a form, select the form (or forms) from the Override "All Forms and Events" Settings for Individual Forms field beneath the All Forms and Events permissions.
Once you've select a form, you'll see the options to specify user permissions for that individual form.
When you’ve configured a new user’s settings to your satisfaction, click the Add New User button at the bottom of the screen.
The new user will appear in your user table as pending.
What Pending Users See
Pending users need to check their email to set their password. They’ll receive an email that looks like this:
Clicking the link in the email will prompt new users to create a password. Once they’ve set a password and logged in, they'll need to agree to the Qgiv Acceptable Use Policy.
Please note: It is possible for users to access the Qgiv control panel without clicking the Accept button.
If a user receives a message indicating that they do not have sufficient permissions, they may have sidestepped agreeing to the Acceptable Use Policy. In that case, they'll need to click the Invites option, which will appear within their My Information menu, along the left side of the screen after logging in. They'll be able to review their invitation and accept the terms.
Editing User Information
Once a new user has set their password and accepted the terms, the "pending" tag will disappear.
New users can update their personal information by clicking My Profile, which appears when they hover over the letter at the bottom of the left-hand navigation.
On this page, users can also enable two-factor authentication, opt in to give feedback, and reset their passwords.
You can view, edit, or remove users at any time by accessing the Users area of your control panel. You can also send a Reset Password email if someone forgets their information!
If you're adding a user who already has a donor account (such as a peer-to-peer registrant) as an admin or a form admin, they will receive an email that tells them to log in.
They just need to use their existing username and password to log in. They'll see what forms they have access to upon their first login.
Please note: Keeping this list of users accurate and current is very important. We use this list of administrators for communication purposes. We also use the organization admin list as a guide for who is allowed to make changes to the account.