If you are a Zone owner, you can manage the users who have access to your Zone. Review this article to understand all you need to know about managing users. All individuals who can access a Zone are managed within a special Block, which is given the default name User admin. To have access to any Block within the Zone, an individual must first be added to this User admin block.This topic covers:
- Managing users for a Zone:
- Adding individuals as users, and assigning their zone roles, authorized Blocks, and Block roles
- Inviting individuals into the Zone and resending the invite if needed
- Deactivating users
- Reactivating users who have been deactivated
- Special notes about invited users
- Understanding the User admin Block
Managing users for a Zone
Complete the following steps to add and invite users into a Zone.
From the GraceBlocks homepage, click the User admin Block to enter it. The Block loads and displays the Users tab.
🔔 While a Block builder is able to change the color, icon, and logo of this Block by going to Block settings, GraceBlocks recommends not changing those settings because changes to them will make troubleshooting and support more challenging in this area.
|2||From the Users tab, enter an email address into the Email column for each user you would like to invite into the Zone. Enter each email address into a unique row in the tab. You can copy and paste values if you have many email addresses to enter.|
|3||In the Zone role tab, select the Zone role for the user: Zone builder, Zone owner, or Zone user.|
Click in the Authorized Blocks cell for the user and then click the plus sign (+) to launch the Current Blocks selector. In Step 1, click the checkbox for each Block for which you want to grant access to the user. In Step 2, for each Block selected, select the user's role for the Block. Then click Save.
Click Send Invite in the Action column. (This button appears only after you have provided the email address, Zone role, and authorized Blocks for the user.)
The invited user receives an email and can follow the prompts to access the Zone. An invited user's experience depends on whether the user already has a GraceBlocks account.
See notes below (🔔) for more details.
Once the first invite is sent, the Action option changes o a Resend Invite button. If you need to send another invite to that user, click that button.
If a user's email was entered incorrectly, you cannot change it. Instead, you can remove the row by right-clicking in it, and selecting Remove row. You can then add the user again with the correct email address.
Once an invited user accepts your invite, their status as a user for the Zone changes from Invited to Active, and the action option changes to Deactivate. If you need to deactivate a user, click Deactivate in that user's row.
Once a user is deactivated inside a Zone, their status changes to Deactivated, and the action option changes to Activate. If you need to reactivate the user for the Zone, click this button in that user's row. Activating the user again reestablishes their access as specified in the Authorized Blocks cell for the user.
Important notes about invited users
🔔 If an account already exists, invited users simply authorize access and then sign in.
🔔 The Remove row action will only work for invited users before they accept their invitation to the Zone. Once an invitation is accepted, you can only Activate or Deactivate a user's access to a Zone. This is because any user history tied to the user needs to remain intact.
If an invited user does not have an account yet, they must sign up first and then authorize access.
🔔 The email address you use needs to match the email address the user signs up with. For example, if you email firstname.lastname@example.org and she accepts the invitation but uses email@example.com to create the account, she is not identified as someone who has been invited to your zone. Users need to either sign up with the email you originally provided or request that you send a new email to their preferred address for interacting with the Zone.
🔔 Signing up for an invited user takes fewer steps than it does for someone who creates a GraceBlocks account from scratch. No phone number validation or preliminary questions are asked of an invited user whose email matches the invitation you send. And because GraceBlocks has sent them an email to access the Zone, their email is considered validated already when their account is created.
🔔 Until accepted, the invited user's email is considered a temporary email and is reflected as such. The invited user's information is only be shared into the Zone upon their acceptance of the invitation to collaborate inside the Zone.
Understanding the User Admin Block
The User admin Block is a special block that Every Zone has. The following information below describes how this special Block is similar to and different from the traditional Blocks inside a Zone.
Features of the User admin Block that match all other Blocks inside a Zone
- Traditional functions of all blocks also work for this block including the following:
- Copy and paste to add rows.
- Downloading records.
- Filtering records.
- Using bookmarks.
- Block builders for this Block can administer Block settings.
- This allows changing the name, icon, color, and homepage contents of the Block.
- However, GraceBlocks recommends that you do not change these settings for this Block.
Features of the User admin block that are different from all other Blocks inside a Zone
- Adding/Modifying tabs and fields is disabled.
- This Block contains only one Tab, called Users.
- New tabs can not be added.
- The Users ta can not be modified.
- The columns within the tab also can not be modified.
- There is no details page for records in this Block.
- Any users given access to this Block can act as an administrator of users and their roles across all Blocks because that is the purpose of this Block.
🔔Note: While it is not possible to remove Block owners from access to the Block, it is possible to add additional users who can act as user administrators by giving them access to the Block.
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