Users

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The Users page lets you set up and modify users. Users can have both Task Roles and Account Rights Roles assigned to them. This article covers filtering the users list, working with the users grid, and adding or editing user information on the Users > Update page.

Filters

Use filters to narrow the entries displayed in the grid.

1. Set any of the filters described below.
2. Click the Search button to display the results. To reset all filters, click the Clear Filters link.

Available Filters

1. Name: enter a partial or full last name, or a first name preceded by a comma. For example, you can search for James Anderson using "Anderson", "And", "James", "Anderson, James", "A, J", and similar variations.
2. Status: show all users, or just active or inactive users.
3. Access: filter by Internal Only or External Only users.

Users Grid

Users are listed in a grid below the filters. The grid displays each user's Status, Full Name, and sign-in name.

1. To add a new user, click the Add New User link. The Users > Update page opens, where you can enter the new user along with corresponding Task Roles and Account Rights Roles.
2. To edit a user, click the Edit icon.
3. To remove a user from the system, click the Delete icon.

Note: The Delete icon does not appear for a user who is currently logged in or who is assigned as an Admin. A user also cannot be deleted if they have updated anything (such as a journal entry), because they are then tied to the historical data. In these cases, you can rename the user instead.

Users > Update

The Users > Update page lets you enter or edit all user information, including name and login details, Task Roles, and Account Rights Roles.

Name Information

1. Type: select whether this is an Organization or an Individual.
2. Organization: (required) Enter the organization name, up to 50 characters.
3. Title: select a title from the drop-down list. Titles can be added or edited on the Utilities > Lookups page.
4. First Name: (required) Enter the user's first name, up to 50 characters.
5. Middle Name: enter the user's middle name, up to 50 characters.
6. Last Name: (required) Enter the user's last name, up to 50 characters.
7. Suffix: select a suffix from the drop-down list. Suffixes can be added or edited on the Utilities > Lookups page.

Login Information

1. Email Address: All users must have a valid email address for added protection. This enables the user to reset their password if needed. An email address is required when adding a new user. Existing users receive a message when logging in if they do not already have an email address configured. Only an administrator with Security rights to update Users can add an email address to a user.
2. Login ID: Enter a Login ID. This is what the user types to access the Financials, usually some form of the user's name or email address (for example, LizBaker, LizB, or [e-mail]).
3. (new user) Send MinistryID invitation: select this checkbox when adding a new user. An email containing instructions is sent to the person, and the user is prompted to choose a password. The next time the user logs in, they are prompted for the Multi-Factor Authentication (MFA) cell phone number and are sent a text message with an authentication code.

Note: The Send MinistryID invitation option is only visible when adding a new user. If you do not select this option and click Add, you will have an option to Send Invitation the next time you open the user's record.

1. (existing user) Send new credentials: sends the user an email with a new password if they forgot their scanner client password.
2. (existing user) Linked to MinistryID / Remove Link: displays the email address associated with the MinistryID. Remove Link unlinks the email address from a MinistryID.
3. Locked?: select this option to lock a user out from being able to log in. Clear this option to unlock the user's account after they have reached the limit of unsuccessful login attempts.
4. Active?: select this checkbox if the user is active. If a user is not marked as active, they cannot log in. Users marked as active count toward your licensed user count.
5. Admin?: Select this option to give the user access to every page and feature in the Financials. When a user is marked as an Admin, the Task Roles assigned to the user are ignored, but the Account Rights Roles are enforced. Only users with Admin rights can see this option when editing users.
6. External Access Only?: Select this option if you want the user to only have rights to the Financials portal. The portal lets users view and pay Accounts Receivable invoices, create Purchasing Management requests, view Payroll earnings information, and request time off. External users must also have a Task Role assigned that gives them rights to the portal areas. Users marked as External Access Only do not count toward your monthly billing for licensed users.

Task Roles

Click and drag the appropriate Task Roles from the Available Task Roles box to the Assigned Task Roles box for this user.

Account Rights Roles

Click and drag the appropriate Account Rights Roles from the Available Account Rights Roles box to the Assigned Account Rights Roles box for this user.

Save Your Changes

1. Click the Add button (for a new user) or the Update button (for an existing user) to save your changes.
2. To revert the page to its state before your changes, click the Reset link.
3. To leave the page without saving, click the Cancel link and return to the previous page.

Updated June 17, 2026 02:05