Overview
User Management allows administrators to:
Invite new users
Edit user information
Assign or update roles
Reset passwords
Enable MFA
Disable or delete users
Review user activity and status
Note: Only users with the appropriate administrative permissions can manage other users.
Accessing User Management
Log in to your FHR Exchange account.
Click your profile (top-right) and select Admin.
From the left-hand navigation menu, click Users.
The Users page displays a list of all active, pending, and suspended users.
Adding a New User
Navigate to Users.
Select Invite User.
Enter the user’s:
Email Address
Role
First & Last Name
4. Send Invite.
✅ Best Practices
Verify the email address before sending the invite.
Assign the minimum level of access required.
Review role permissions before onboarding users.
What Happens Next
The user will receive an email invitation.
The invitation email contains a link to activate their account.
Once the user completes registration, their status will change from Pending Approval to reflect the account activation date.
Editing User Information
Only users can edit their profile information. Administrators cannot update profile details on behalf of other users.
Navigate to Profile.
Update the necessary fields.
Select Save Changes.
Managing User Roles and Permissions
Roles determine what actions users can perform within the platform.
Updating Roles
Navigate to Users.
Select the user profile.
Click on Edit Roles.
Update it to the appropriate role.
Save the changes.
📝Important Notes
Changes may take effect immediately.
Removing a role may restrict access to certain areas or features.
Assign roles carefully to maintain security and compliance.
Resetting a User Password
If you are unable to access your account, you can reset your password directly from the login page.
Navigate to the login page.
Enter your email address and select Continue.
The password field and the "Forgot password?" link will appear.
Select "Forgot password?".
Confirm the action by selecting Remind Me.
Password reset instructions will be sent to the email address associated with your account.
What Happens Next
The user will receive a password reset email.
The reset link may expire after a set period.
Users should complete the reset process promptly.
🔧Troubleshooting
If the user does not receive the email:
Ask them to check their spam or junk folder.
Verify the email address on file.
Confirm that company email filters are not blocking messages.
Managing Multi-Factor Authentication (MFA)
MFA adds an additional layer of account security.
Enabling MFA
Select the Security.
Locate the MFA section and click on manage.
Enable MFA
Recommended Setting: Force MFA for all users
Users will be prompted to reconfigure MFA during their next login.
Disabling a User
Disabling a user temporarily removes their access without deleting the account.
Open the user profile.
Select Disable User.
Confirm the action.
The user account is now disabled
💡When to Use
Any situation where the user may require access again in the future, and you want to retain their account settings, permissions, and history.
Temporary leave of absence (e.g., parental leave, medical leave, or extended vacation).
Security concerns while access is being investigated or reviewed.
Periodic access reviews when a user's access needs to be temporarily suspended pending verification.
Reactivating a User
Return to the user profile.
Select Enable User.
Confirm the action.
Deleting a User
Deleting a user permanently removes the account from the system.
Open the user profile.
Select Delete User.
Review the confirmation message carefully.
Confirm deletion.
⚠️Important Considerations
Deleted accounts may not be recoverable.
Historical activity may remain in audit logs.
Verify that deletion aligns with company policies.