Managing User Accounts within Onefile ILR

Overview

This guide outlines the key actions available when managing user accounts in Tracker, including adding or removing user roles, updating permissions, deactivating accounts, and reactivating users.

Note: Options may vary depending on your assigned permissions. This guide assumes access using the Project Admin role.

User Roles

This functionality can be used by:

• Project Admin
• Power User (limited permissions)

➕ Add a New User Role

1. Log in using your Project Admin role.
2. If already logged in, select Project Admin from the User Role dropdown.
3. Expand the Project Admin menu and click User List.
4. Enter the user’s name and click Search. Tip: Leave the name field blank to view all active users.
5. Click into the user account you want to update.
6. Select the desired User Role and click Add New Role.
7. If required, tick the relevant Provider or Site permission checkboxes.
8. Click Save.

Changes take effect the next time the user logs in.

➖ Remove a User Role

1. Follow steps 1–4 from the Add a New User Role section.
2. Click the Delete icon next to the role you wish to remove.

Important: A user must always have at least one active role.

Changing Provider and Site Permissions

1. Follow steps 1–4 from the Add a New User Role section.
2. Scroll to the bottom of the user account screen.
3. Tick or untick the relevant Provider or Site permissions.
4. Click Save.

Deactivating a User Account

1. Follow steps 1–4 from the Add a New User Role section.
2. Click Delete at the bottom-left corner of the screen.

Note: This deactivates the account — it does not delete it.

• You can only deactivate accounts with lower permissions than your own.

✅ Reactivating a User Account

1. Follow steps 1–2 from the Add a New User Role section.
2. Change the Active Users filter to:
   • No — shows only deactivated accounts
   • Both — shows active and deactivated accounts
3. Enter the user’s name and click Search.
4. Select the user account.
5. Click Enable (bottom-left corner).

The user account is now reactivated and can log in again.

Tips & Notes

• Always verify the correct user account before applying role or permission changes.
• Users may need to log out and back in for updates to take effect.
• If a user cannot be found, check the Active Users filter or spelling.

Terminology

The terminology used in this article may differ depending on your Centre’s configuration.

Need Help?

If you need assistance, please contact Onefile Support or your internal support team.