The User Admin activity allows you to manage your Users and their Roles. You can also define the Site(s) Users have access to.

The Activity is split into the following sections:

Introduction

A User is the individual. Each User has a unique log on. We recommend Users are set up using the first initial and last name of a user, ie Keith Smith's log on would be ksmith.

A Role is the set of Activities that a User has access to. There are default Roles already in Sigma, and new Roles can be added to suit the needs of your Users.

The Permission Management section is for updating Users who have restricted access to a selected Site(s). For example, a Headteacher may want access just to the Energy Viewer for their school and not the whole portfolio.

Logging into User Admin Activity

Click on the User Admin Activity on the Welcome page

Or use the Activities dropdown or the Activity Launcher

Dashboard Tab

This is the default page for the User Admin Activity, and is used to view Login details at a glance.

The layout can be changed by dragging and dropping the sections.

Last Logged In section

Shows when the Users last logged in, the date the Users were created and if a user has 'Never' logged in.

Select to save the section to an XLS file
Select to refresh the section
Select to amend the Settings of the section. The section can display the Users, the Roles or the Users and the Roles

Select to maximise to screen size. Click again to minimise

Total Weekly / Monthly Logins Section

This section displays how many logins there have been in a week or month. The section can display data as a Pie Chart, Bar Chart or rotate between both.

Select to save the section to a zip file
Select to refresh the section
Select to amend the settings of the section
- Chart selection - choose between Bar, Pie or Rotate both
- Period - choose between Week or Month
- Number of Intervals - choose between 1 - 8 for a Week, or 1 - 12 for a Month

Select to maximise the section to full screen. Click again to minimise

OR

Weekly / Monthly Logins Section

This section displays how often a User has logged in each Month or Week. There is a table of data at the top and a chart below.

Select to save the section to a zip file
Select to refresh the section
Select to amend the settings of the section
- Role - choose between Show Users, Show Roles or Show Users and Roles
- Chart selection - choose Bar or Pie
- Period - choose Month or Week
- Number of intervals - choose between 1 - 8 for a Week, or 1 - 12 for a Month

The Chart at the bottom will display details for the first user in the table by default, select another in the table for the chart to update.

Select to maximise the section to full screen. Click again to minimise

Managing Roles

Click

The list of all Users shows on the left hand side.

Default Roles

Admin User – full access (read and write) including Admin activity
Read Only User – read only access to all activities excluding Admin
Standard User – full access (read and write) excluding the Admin activity

Click on a Role to see the details in the Role Management section.
Each Activity or Sub Activity can be ticked/unticked to be included/excluded in a Role

Adding a new Role

Click Add Role

Role Name - enter the name of the new Role
Schema - choose from the dropdown, i.e. Read and Write or Read Only
Tick boxes - tick the Activities that apply to this Role

Click

Managing Users

Click

Creating a New User

To add a new User:

Click Add User

Populate all fields that require input; required fields are marked with the symbol
Select the Role for the User - this will have been defined in the Manage Roles section

Note: Selecting 'Override Validation' means that the User will be able to use their password to override a failed validator on an invoice in the Bill Entry activity, and be able to delete certain Items.

Click Save to commit the changes

An email will be sent to the specified email address providing details for users to access the system and set their password.

Note: The email will expire after 4 hours. If the User has not activated the Log on, reset the password for the User - see below.

Resetting Passwords

Users are able to reset the password themselves from the Sigma log on screen. However Admin Users can also send out the reset password email on their behalf.

User Reset

Users should click here for more information on how to reset their own passwords.

Admin Reset

Administrators can reset a password for a User. Click here for more information.

Resetting Secret key

The Secret Key is used to facilitate Two Factor Authentication.

When this has been enabled, it provides an extra layer of security whereby users must provide a verification code that they have generated, in addition to their username and password.

Click here for more information regarding Two Factor Authentication.

Adding a User to a Group from the Manage Users tab

Click on the Manage Users tab
Highlight the User
Tick the Group from the Data Permission Mapping dropdown

Tick the Restricted field

Click

Managing Permissions

Click on

Groups are added into this section and are usually for 1 or 2 sites. This narrows down the Users log in so that they only have access to the selected Site(s). Once the Group has been added, it can then be assigned to a User.