Concrete example
A new technician joins your team. You need to create access for them, assign a profile and attach them to their group. When they leave the company, you will also need to remove that access. Everything is done from the My users tab.
To access it, click on the My administration interface menu, then on the My users tab.
1. Check your available licenses
To create a user who enters data, you must have a free license. The number of licenses used is displayed on the Home page of the web interface, on the second line.
For example, 12/15 means that 12 licenses are used out of 15: you can still activate 3 users.
If all your licenses are used, you need to subscribe to a new subscription.
ℹ️ Good to know
During the trial period, you can create up to 10 users for your tests.
2. Create a user
2.1 Fill in their information
Click the + Create a user button at the top of the page, then fill in the Username, First name, Last name and Email address fields.
If you enter the email address, the user automatically receives a link to set their own password: you then do not need to fill in the Kizeo password field. Only fill in this field if you want to choose the password yourself.
2.2 Rights Management
In the Kizeo Forms Rights Management section, check one or more boxes: User, Group Leader, Administrator. The role of each profile is presented in The different profiles.
Then click Validate to return to the list, or Advanced Settings to complete the profile.
2.3 Complete the advanced settings
The Advanced Settings button gives access to the following tabs:
Personal information: edit the entered information, set the language and add notes.
Custom fields: fill in the custom user fields. This tab only appears if at least one custom field exists.
Change password: change the password or send an email to the user so they can set it themselves.
Group management: assign the user to one or more groups. This tab only appears if at least one group exists.
Owner: define who can edit this profile. By default, the owner is the Company Account group: only Administrators can edit the user. If you choose another group, the Group Leaders of that group will also be able to edit it.
2.4 Configure a Group Leader
If you have checked the Group Leader box, first define their Main Group. Everything the Group Leader creates (form, user, group) is attached by default to this group.
As long as the main group is not defined, a warning message is displayed and the 3 permission buttons remain grayed out.
Once the main group is defined, click on the corresponding icons to allow the Group Leader to create and edit:
users (person icon with a +),
user groups (group of people icon),
forms (form icon).
Then define their role in each group. From the Group of users tab, click on the gear icon of the group, select the Group Leader status, add the Group Leader via the second dropdown menu, then click on Add selected users. In the Choose the role to assign dropdown menu, choose:
Group Leader: they can view, export, delete and edit data (if the option is enabled in the form),
Group Leader (read only): they can only view and export data.
ℹ️ Good to know
It is not possible to restrict a Group Leader to read-only access on their main group.
Once the user is created, remember to assign them form access rights.
3. Find your users
3.1 Customize the display
Your display settings are applied immediately and are saved for your next visits.
Number of users per page: click on the dropdown menu Show 10 items and choose 10, 25, 50 or 100.
Displayed columns: click on Change columns, then check or uncheck the columns to display (for example, your custom fields).
At the beginning of each row, three buttons are available:
the pencil opens the user's profile,
the number indicates how many groups the user belongs to,
the triangle displays the owner and the history of the user, and allows you to deactivate them.
3.2 Filter by status
Click on the Administrator, Group Leader, User and/or Undefined buttons to display users who have at least one of these statuses.
3.3 Search for a user
In the Search field, enter any information from the profile: a name, a phone number or the value of a custom field.
3.4 Filter by group
Click on Group Leader or User, then on Advanced options, and select one or more groups of users.
4. Edit custom fields for multiple users
You can modify the value of a custom user field for multiple users at once. This feature is reserved for account Administrators.
Click on the row of each relevant user: it turns grey.
Click on Advanced options, then on Change user fields.
Select the custom field, then enter its new value in the window that opens.
Confirm. The message "The user field has been successfully changed" is displayed.
ℹ️ Good to know
Custom user fields can be used in particular to filter lists and manage the visibility of elements in your forms.
To create or edit a custom field, go to the My account Settings menu, Custom user fields tab.
5. Deactivate a user
Click on the triangle at the beginning of the row, then deactivate the user.
When asked "Do you want to deactivate the user?", answer Yes. The message "User deactivated" is displayed.
Once the user is deactivated, their data is only visible to Administrators: Group Leaders who had access to it can no longer see it.
⚠️ Important
A deactivated user is immediately logged out of the mobile application and can no longer log back in. This is the action to take when a user should no longer use the mobile application, for example when they leave the company. Changing their password is not enough: their session remains active on the mobile application.
6. Delete a user
Click on the pencil at the beginning of the row to open the user's profile, then click on the Delete button.
When the message "The data entered by this user will only be visible to administrators, are you sure you want to delete them?" appears, answer Yes.
⚠️ Important
Deleting a user also deletes all their data. To keep it, deactivate the user rather than deleting them.
7. Export your users list
Click on the Export Data button and choose the extraction:
User list (CSV or XLSX): all the information from the active users' profile, with their identifier and their creation date.
Deleted users list (CSV or XLSX): the same information for deleted users.