Manage KaseyaOne users

Roles determine a user's access and permitted actions in KaseyaOne. They are assigned when a user account is created or edited. A user can have multiple assigned roles. The following roles are available:

User status is shown on the Admin Settings > User Management view in KaseyaOne. There are a number of different user states in KaseyaOne and the following table explains what the different states mean.

To add an individual user to KaseyaOne, do the following:

1. Navigate to the Admin Settings > User Management view and click Add User.

   
   

2. Select New User and in the New User form that opens, complete the following fields: 
   

   

3. Click Add.

   • The new user will be created and an invitation email will be sent to the user's email address.

   • The user's account status will change to Invited and their 2FA status will change to Not Enrolled.

   • After a user signs up for and enrolls with 2FA, their status will change to Active and their 2FA Reset option will be available.

The most efficient and time saving way to create multiple user accounts in KaseyaOne is by uploading a CSV file. Do the following:

1. Navigate to the Admin Settings > User Management view and click Add User.
   

2. Select Bulk Invite CSV and in the Bulk Invite Users window that opens, click the download our template and instructions link.

   

   A ZIP file called users will be downloaded to your default Downloads folder.

3. Unzip the users file. Open the README file for information on CSV format and validation.

4. Open the users spreadsheet and add the users you want to import. Complete the following fields — all fields are required:

   Field Name	Description
   Username	The maximum length is 50 characters. The field cannot contain the following characters: hash (#), forward slash (/), question mark (?), back slash (\). NOTE  The Username cannot be changed after the user account was saved.
   Email	Enter a well-formed email address. The maximum length is 100 characters.
   Roles	Enter the name of one or more of the following roles: Master, Billing, User. For a description of these roles, refer to User roles.
   Groups	Type in the name of one or more access groups to assign to users. The group name is case sensitive and must match exactly the group name in KaseyaOne.
   First Name	The maximum length is 48 characters, and can consist of international letters, numbers, spaces, dashes, and apostrophes.
   Last Name	The maximum length is 48 characters, and can consist of international letters, numbers, spaces, dashes, and apostrophes.

5. Save the CSV file and drag it to the Bulk Invite Users window or click Browse to select it. Once the file is uploaded, the user import will begin automatically.

6. After the CSV file has been successfully uploaded, review the results and click Done.

   
   

   The new users will be created and an invitation email will be sent to their email address.

   The user's account status will change to Invited and their 2FA status will change to Not Enrolled.

   After a user signs up for and enrolls with 2FA, their status will change to Active and the Reset option will be available in the 2FA and Password columns.

NOTE  This feature is available for certain IT Complete modules only.

To import users from a module, do the following:

1. Navigate to the Admin Settings > User Management view, click Add User, and then click Import from Module.

   
   

2. On the Import Users page:

   • Select the module from which to import users. If the module has multiple instances, then expand the module option and select a module instance.

   • If none of your modules are connected to KaseyaOne, then you will receive the following message: Supporting modules are not connected to KaseyaOne.

   • Click Next.

     

3. Select the users you want to import and then click Next.

   

4. Configure the settings and user access. You must specify the KaseyaOne role, group, and Kaseya University courses that users will be assigned after they are imported to KaseyaOne. You can do this in bulk for the whole list of users or individually for each user.

   NOTE  To save time, bulk assign the settings to all users first and then alter them for individual users as needed.

   1. In the Assign to All section, bulk assign the same settings and user access to all users being imported:

      • KaseyaOne Role. Select the role that imported users will be assigned in KaseyaOne.

      • Group. Select the access group(s) that imported users will be assigned in KaseyaOne.

      • Kaseya University Courses. Select the Kaseya University Course(s) that imported users will be assigned in KaseyaOne and will have access to in Kaseya University.

      • Click Assign to All to assign the selected role, groups, and courses to imported users.

        

   2. (Optional) In the Assign Individual Users section, assign user settings and user access individually to each user:

      • KaseyaOne Role. Select the role that the user will be assigned in KaseyaOne.

      • Group. Select the access group(s) that the user will be assigned in KaseyaOne.

      • Kaseya University Courses. Select the Kaseya University Course(s) that the user will be assigned in KaseyaOne.

        

   3. Click Next.

5. Review and confirm your assignments on the next page and then click Import. The import will take some time to complete.

   

6. When the import finishes, review the results of the import.

   • The results show the following: 

     The number of records successfully imported
     The number of records skipped due to errors (for example, the user already exists in KaseyaOne)
     The number of records that failed with errors

     

   • Click Copy to copy the import log if you want to examine it more closely.

   • Click Done when finished reviewing the import results.

   After the import:

   • The new users will be created in KaseyaOne and an invitation email will be sent to their email addresses.

   • Newly invited users must activate their accounts within 14 days of receiving the invitation email; otherwise the activation link will expire. If the activation link expires, users must contact their KaseyaOne Master user to request that the account invitation email be resent.

You can deactivate a user in KaseyaOne rather than deleting them altogether. Deactivated users can be re-activated at a later date but deleted users cannot be re-activated.

Only a Master user can deactivate users in KaseyaOne and you cannot deactivate yourself.

NOTE  The Root user cannot be deactivated.

To deactivate a user with an Active status in KaseyaOne, do the following:

1. Navigate to the Admin Settings > User Management view.

2. Locate the user you want to deactivate and click Deactivate User next to the user.

   
   

3. Click Deactivate when prompted for confirmation to deactivate the user.

   

   You will receive a message that the user was deactivated and Deactivated will appear in the user's Status field.

   

   Deactivated users are logged out of any active KaseyaOne sessions and they no longer have access to KaseyaOne nor the ability to Log In with KaseyaOne to access their modules. They will retain all their KaseyaOne settings, including group membership.

Only a Master user can activate users with a status of Deactivated in KaseyaOne and you cannot activate yourself.

NOTE  The Root user cannot be activated.

To activate a user with a Deactivated status in KaseyaOne, do the following:

1. Navigate to the Admin Settings > User Management view.

2. Locate the user you want to activate and click Activate User next to the user.

   
   

3. Click Activate when prompted for confirmation to activate the user.

   

   You will receive a message that the user was activated and Active will appear in the user's Stauts field.

   

   After you activate a user, that user must set their password and their 2FA.

To edit a user in KaseyaOne, do the following:

1. Navigate to the Admin Settings > User Management view.

2. Locate the user record you want to modify and then click Edit (the pencil icon) next to the user.

3. Make your changes in the Edit User window that opens. You can edit all fields except for the Username.

4. Click Save.

NOTE  If you change the Email address, it will not be updated until the user clicks on the confirmation link sent to the new email address.

To assign courses to a user in KaseyaOne, do the following:

1. Navigate to the Admin Settings > User Management view.

2. Locate the user record you want to modify and then click Edit (the pencil icon) next to the user.
   

3. In the Edit User window that opens, click the KU Courses drop-down control and select all modules for which the user should be assigned Kaseya University training courses.
   

   

4. Click Save.

If a user has not responded to an invitation to enroll in KaseyaOne, you can resend the invitation:

1. Navigate to the Admin Settings > User Management view.

2. In the Invite column, click Resend.
   

The invitation email will be sent to the user's email address.

If a user forgets their password or the device that generates their 2FA token is lost, it may be necessary to reset them.

1. Navigate to the Admin Settings > User Management view.

2. Click the Reset link in the 2FA or the Password column.

   

3. In the Reset Password or the Reset 2FA window, click Reset.
   

   
   

   You will receive a message that the password or 2FA was successfully reset.
   

If you reset 2FA for a user, then the 2FA status for that user will change to Not Enrolled and the next time the user logs into KaseyaOne, they will have to configure 2FA again. Refer to step 7 in Setting up the primary user account.

If you reset the password for a user, then that user will be prompted to generate a new password.

Search for users you have added to KaseyaOne in the following ways:

• Click any of the following column headings (which have a column sorter icon) to sort the column in ascending or descending order: First Name, Last Name, Username, Status, and 2FA.

• Use the search bar to search the list by keyword, or filter it by Role or Status.

  

To delete a user from KaseyaOne, do the following:

1. Navigate to the Admin Settings > User Management view.
2. Locate the user record you want to delete and then click Delete (the trash can icon) next to the user.
3. Click Delete when prompted for confirmation to delete the user. You will receive a message that the user was successfully deleted.