User Management for HomeKeeper
Table of Contents
One of the most important roles of a Salesforce Administrator is user management. This article covers the basic Salesforce User management needed for HomeKeeper usage.
User Management Video Tutorial
NOTE: Check out this Salesforce Trailmix for an in-depth review of User Management!
User Management Overview
User management is the foundation of the user experience in HomeKeeper. Becoming familiar with the user settings available to you will allow you to provide a seamless onboarding experience for new staff, help you understand what your users are seeing, and ensure a clean backend. Below are some of the user management tasks you'll learn in this article:
- Create new users
- Edit existing users
- Remove (deactivate) former staff
- Manage access to data/information/apps
- View login history
- Reset passwords
Definition of a User From Salesforce:
So who’s a user? A user is anyone who logs in to Salesforce. Users are employees at your company, such as sales reps, managers, and IT specialists, who need access to the company's records.
How to Navigate to the User Menu
Each individual accessing your system will receive a User account. These are accessible from the User menu in Setup.
- To get to Setup, click on the gear icon in the upper-right-hand corner of your screen.
- From the Setup menu, type user into the Quickfind search bar, then select ‘Users’.
This menu will be your home base for everything related to user management! You can view your users' profiles, statuses, and usernames at a glance.
Creating a New User
CAUTION: Before adding new users, ensure that you have an available Salesforce License. Salesforce is a SaaS (software as a service) product, which means that your users must have licenses assigned to them to use it and HomeKeeper. If you signed up using the Power of Us Program, then your organization has 10 free licenses to use, as well as discounted pricing on future licenses.
To view your current licenses and purchase more, log in to Salesforce and navigate to the Your Account app. This is the central hub for managing your Salesforce contract.
One of the first tasks that may end up on a new administrator's plate is creating a new User.
- First, navigate to the User menu in Setup, then click the “New User” button.
- In this menu, enter the following:
- The user's First and Last name
- Their Email (this should be their work email), which will also populate their Username
- User License = Salesforce
- If the ‘Salesforce’ license doesn't appear as a dropdown option, this means that you have no available licenses to assign. You need to free up a license by deactivating another user, or purchase additional licenses in the Your Account app
- Profile = HomeKeeper Administrator
- This is the default HomeKeeper profile, though your organization may set up custom profiles. If you are using custom profiles, you can apply HomeKeeper's Permission Sets to any user to grant appropriate permissions. See this article for details.
- Check the Marketing User box, which allows users to create Campaigns
- Once you've entered everything, click Save and your new User will be generated!
- New users will receive a password email notification in their email inbox
- They will need to click the button "Verify Account" to validate their Salesforce account
- Clicking the Verify Account button will prompt the user to create a new password
- Users need to make a note and remember their newly created password of their choices
- New users will receive a password email notification in their email inbox
WARNING: For Outlook Users - Microsoft Outlook uses Safe Links, which previews a link before you click on it for dangerous content. This invalidates the Verify Account link, as that link is only meant to be used once. To bypass this, have your user copy and paste the link into a new tab. If they click on the button in the email, you may need to reset their password using the instructions below.
NOTE: Once you've created the User, you can login as that user to verify that they have access to everything they need. Click the Login button on their user page to login as another user.
Editing an Existing User
You may need to edit existing users to assign them a different Profile or reset their passwords.
- To edit an existing user, navigate to Setup → Users. Click the Edit button next to their name in the User menu. This Salesforce Help article shares things to consider when editing Users.
Reset a Password
This is another very common administrator task. There are two ways to reset a password:
- From the main User menu, check the box next to the user whose password you need to reset, and click the Reset Password(s) button at the top of the page
- From the Edit User page, click the Reset Password button at the top of the page
They will receive an email link to reset their password. When the administrator resets the password for the user, they do not need to answer the security question for their account.
Deactivate a User
When a staff person leaves your organization, you will need to deactivate their User account. From the User menu:
- Navigate to Setup → Users → find the user you want to deactivate in the list.
- Click on "Edit" next to this name.
- Then, uncheck the "Active" checkbox, and click OK when prompted.
- Then click “Save”
The user will no longer have access to this Salesforce instance, and you can now use their Salesforce license to add a new active user. If you're having trouble properly deactivating users, check out this Salesforce Help article.
Note: There is no way to delete a user, you can only deactivate them. This safeguard ensures that data integrity is maintained when a user leaves the organization.
Additional Resources:
- See the Security & Permissions article for more info on Permission Sets, Public Groups, and Profiles, which can be modified on the User page.
- Check out this Salesforce Trailmix for an in-depth review of User Management