Configuring Users

Everyone who uses Administry must use their own account login. Never share login info, or allow another user to use your account.

Note

Accounts that are inactive for 60 days will be automatically deactivated. Administrators may reactivate these accounts.

Adding Users

  1. After your agency signs up for Administry, your designated billing contact will receive an administrator username, password and an agency identification number. Visit secure.administry.io to login with this info.
  2. Once logged in, look under the Admin menu, and select User Setup.
  3. At the top of the Registered Users list, click on the plus sign to add a new user.
  4. Once the New User window loads, enter the user’s name, phone number, email, gender, and username. The username must be unique for every user - we recommend something like johndoe for a username (first and last name). Also, type the email address very carefully because Administry will use this email to send a password to the new user.
  5. Select a user type. Your options are:
Administrator
these users have full access to all of your organization’s data, including the ability to add, edit and delete anything. At most, your organization should only have 2 or 3 administrator accounts.
Data Manager
these users can change almost all of your organization’s data, but they cannot change settings, users, or ledger accounts. These users can see and edit data about specific clients.
Caseworker
these users can add and edit client information, make pledges, and access most of the information your agency stores in Administry. They cannot change settings or add users, and they cannot add services. Most of your user accounts should be set to this user type.
Read Only
these users can view specific client information but cannot make changes. This type of account is good for pastors, supervisors, or board members who aren’t actively working as caseworkers.
Reporting Access
these users cannot see any specific client information, but may view aggregate reports about your agency’s work, including total pledges, and the pledge map.
Resource Only
these users only have access to resources under the Resources tab.
  1. Click “Save and Close”. You should now see the new user in the Registered Users list. Administry automatically sends an email to your new user with instructions on how to log in. This email also contains your agency code and their new password.
  2. Repeat steps 3-6 for each of the users you want to add to Administry.

User Permissions

Access Administrator Data Manager Caseworker Read Only Reporting Access Resource Only
View/Download Resources Yes Yes Yes Yes Yes Yes
View Reports (summary only) Yes Yes Yes Yes Yes  
View specific client info Yes Yes Yes Yes    
Assign Tasks Yes Yes Yes Yes    
Edit/addclients Yes Yes Yes      
Edit/add/delete services Yes Yes        
Edit/add/delete funds Yes Yes        
Record Fund Transactions Yes Yes        
Delete/Merge Clients Yes          
Approve/Print Pledges Yes          
Record/Edit Payments Yes          
Change Administry settings Yes          
Add/edit users Yes          

Editing Users

  1. Under the Admin menu, select User Setup.
  2. Find the user you want to edit in the Registered Users list. Highlight the user’s row by clicking on it.
  3. Look for the User Detail box displaying information about the user on the right side of the screen. Click on “Edit User Info”.
  4. Make your changes. Note: changing the username or account type will impact the user’s ability to log into Administry, and may impact the level of access that user will have to your agency’s data. Make changes carefully.
  5. Click Save and Close when you’re finished.

Resetting Passwords

For security purposes, passwords cannot be viewed or recovered in Administry. If a user forgets his or her password, an administrator must reset the user’s password and Administry will automatically email the new password to the user. To reset a user’s password:

  1. Under the Admin menu, select User Setup.
  2. Find the user in the Registered Users list. Click on the user who needs a password reset.
  3. Look for the User Detail box displays information about the user on the right side of the screen. Click on the “Reset Password” button.
  4. Administry automatically generates a new password and emails it to the user. (Make sure the user’s email address is correct!)

Deactivating a User

Warning: Deactivated users will not be able to log into Administry! Only deactivate users who do not need to access Administry.

  1. Under the Admin menu, select User Setup.
  2. Find the user in the Registered Users list. Click on the user who needs to be deactivated.
  3. Look for the User Detail box displaying information about the user on the right side of the screen. Click on “Edit User Info”.
  4. Once the user details form loads, toggle the “Active?” switch and then click “Save and Close”.
  5. To reactivate a user, toggle the “Active?” switch again.