Adding and Editing User Accounts

Jessica Abejar
Jessica Abejar
  • Updated

To use Spektrix, you’ll need a User Account.

Each User Account requires their own unique username and password which can be set with appropriate access privileges.

In this article we'll look at the various User Roles and permissions as well as guide you to set up and edit User Accounts. You’ll also find links to other helpful resources.


What is a User Account?

A User Account in Spektrix enables you to log into your organization’s Spektrix system and perform various tasks in the different interfaces of Spektrix.

Your User Account is unique to you and your organization’s Spektrix system. A User Account requires the following:

  • Username: Your username must be unique and cannot be changed.
  • Password
  • Email Address: Your email address must be unique.
  • Name
  • Job Title
  • User Role(s)


What are User Roles?

Assigning a User Role in Spektrix gives a User Account permission to:

  • Access a specific interface
  • Perform tasks only in that interface

A User Account can have one or more User Roles, which enables them to navigate between the different interfaces and perform different functions, such as setting up Events and performing a Sale.

There are two User Role levels:

  • User: This role provides access to the relevant interface and enables Users to perform basic actions
  • Administrator: This role provides unrestricted access to perform even more actions in the interface

REMINDER: When you apply an Administrator role to a User Account, where applicable, you must also apply a User role to access the interface. For example, a Sales Administrator must also have a Sales User role, otherwise they won’t be able to login or navigate to that interface.


Types of User Roles, Permissions and Restrictions

The following are the available User Roles in Spektrix, including the Interface they can access and a brief description of their permissions and restrictions.

User Role Interface Permissions and Restrictions
General Administrator Admin Full access to the Admin Interface. You can configure Events, Pricing and Seating, Customer tools such as Tags and Customer Groups, Donations and Funds, Subscriptions, Offers and more.
Collect Report Partner Companies Access to the Partner Companies Interface to download Reports from links sent via Scheduled Reports.
Opportunities Administrator Opportunities Full access to the Opportunities Interface. You can configure settings, including Campaign Structures, Campaign Stages, Activity types and Relationship types. You can perform restricted actions in the Basket/Cart. Read Restricting Access to Administrator Roles for more information.
Opportunities User Opportunities Access to the Opportunities Interface. An Opportunities User will be unable to edit settings or perform restricted actions without an Administrator login.
Insights & Mailings Administrator  Insights & Mailings Full access to the Insights & Mailings Interface. You can configure Global Segments and edit Customer Lists in restricted folders. 
Insights & Mailings User Insights & Mailings Access to the Insights & Mailings Interface. An Insights & Mailings User will be unable to create folders and edit Global Segments without an Administrator login.
Can view and edit protected data   An additional permission not specific to any single interface. You can view and edit Attributes that have been marked as protected. Without this role, any protected Attributes will not be visible in the system or when running Reports.
Sales Administrator  Sales Full access to the Sales Interface. You can perform restricted actions. For more information, Restricting Access to Administrator Roles.
Sales User Sales Access to the Sales Interface. A Sales User will be unable to perform restricted actions without an Administrator login.
Scanning User Scanning Access to the Scanning Interface to scan Tickets.
Settings Administrator Settings Full access to the Settings Interface. Permitted to configure the system, add and edit User Accounts and set up restricted actions.
Web Integration Administrator Website Admin Full access to the Website Admin Interface. You can access resources (such as style sheets), the API key and iframe controls.

TIP: Multiple User Accounts can have the same User Roles. For example, there can be several General Administrators within your organization who each can create and edit Events.

For a preview of the interfaces available, read the following articles:


Adding and Editing User Accounts

Now that you have the basics of User Accounts and User Roles in Spektrix, you can start adding and editing User Accounts on your system.

TIP: Adding and editing User Accounts takes place in the Settings Interface. In order to navigate to and access the Settings Interface you’ll need the Settings Administrator role.

If you don’t have this User Role, contact a Settings Administrator in your organization to edit your User Account and add the Settings Administrator role.

In addition, this article will take a look at these actions in the new Settings Interface. To switch to the new interface, read the Settings Interface section in Navigating Spektrix.

A listing of all User Accounts will be displayed under Users > User Accounts. Here you can also add new and edit existing User Accounts.

The User Accounts screen.

You’ll see the following information:

  1. Username: The Username of the User Account.
  2. Full Name: The full name of the User Account.
  3. Email Address: The email address of the User Account.
  4. Roles: A listing of all of the User Roles for the User Account.
  5. Padlock Icon: If the User Account has been locked, the padlock will be clickable. Read Unlocking User Accounts for information on how to unlock User Accounts.

TIP: You’ll see the Agent User Account in the list. An Agent User Account lets the Spektrix Support team access your system to assist with any support queries.


Adding New User Accounts

To add new User Accounts, click the New User Account button at the top right or bottom right of the User Accounts screen.

The New User Account button.

You’ll see the New User Account screen. Fill in the required information, optional organization role details and select the User Roles that you want to give access to.


Required Information

Complete these details:

The New User Account page

    1. Username (required): A unique Username to log into Spektrix. Once you’ve saved the User Account, this can’t be changed.
    2. Full name (required): The User's full name.
    3. Email address (required): The User's email address. This must be a valid email address and is used for various purposes:
      • Alerts when your password changes.
      • Alerts if an integrated mailing you've set up fails to send.
      • Emails containing a link to the CSV when you set up a standard mailing.

        REMINDER: You can’t use the same email address for different User Accounts.

    4. Job Title: The User’s job title at your organization.
    5. Password (required): Set a password for the User. This must be at least eight characters and contain at least one number and at least one non-alphanumeric character (e.g. ‘!' or ‘.'). You can click the eye icon on the right side of the data field box to reveal the characters.

      REMINDER: Users should reset their password the first time they log in.

    6. Confirm password (required): Re-enter the password to confirm.

Scroll down to add details about the User’s role at your organization.


Organization Role Details

This next section is optional but helps to ensure that we can send you the most relevant information and updates.

Organization Role Details on the New User Account screen.

TIP: Alternatively, these details can also be updated in the Control Panel by the User directly.

Scroll down to select User Roles and to make the User Account active.


User Roles and Active Account

This next section requires you to select the User Account’s User Roles. Check all that apply.

User Roles in the New User Account screen.

REMINDER: If you apply an Administrator role to a User Account, where applicable, you must also apply a User role to access the interface. For example, a Sales Administrator must also have a Sales User role, otherwise they won’t be able to login or navigate to that interface.

Check the This User Account is active box to make the User Account active.

Click Create User Account to add the User Account to your system. The User will then be able to log in immediately.


Editing Existing User Accounts

There may be times where you may need to edit information for existing User Accounts.

To edit an existing user, navigate to Users > User Accounts.

WARNING: You’ll see the agent User Account in the listing, which lets members of Spektrix Support access your system to help with any support queries. Don’t make any changes to this User Account.

In the Username column, click on the username of the User Account you would like to edit:

The Usename.

You’ll be taken to a page for that User Account.

The User page.

On the Basic Details screen, amend the relevant details.

You can update:

      • Full Name
      • Email Address
      • Job Title
      • Organization Role Details
      • User Roles
      • Active Status

REMINDER: Once a Username has been set, it can’t be changed.

Click Save User Account to save any changes. You can click Reset to remove any changes and continue without saving. 

The Reset and Save User Account buttons.


Unlocking User Accounts

If a User has entered the incorrect password too many times, their User Account will be locked out.

Locked account message.

To unlock a User Account, click on the padlock icon in the far-right column of their account:

The padlock icon is highlighted on the User Accounts screen.

A User can then login to their User Account. If the User has forgotten their password, you can change it. 


Changing Passwords

All Users can change their own passwords from the Control Panel while in any part of Spektrix.

If a User is unable to log into Spektrix and needs a new password, any User with the Settings Administrator Role can change their password in the Settings Interface.

WARNING: For security reasons, Spektrix Support can’t change passwords.

To change a User’s password, follow these steps:

      1. Click on the Username of the User Account whose password you would like to change. 
      2. Go to the Change Password tab on the left:

        The Change Password tab in the User Account page.

      3. Type in a new password and confirm the new password. This must be at least eight characters and contain at least one number and at least one non-alphanumeric character (e.g. ‘!' or ‘.'). You can click the eye icon on the right side of the data field box to reveal the characters.
      4. Click Save Password to save any changes. You can click Reset to remove any changes and continue without saving. 

The User will be able to log in with their new password immediately.


Deactivating and Reactivating User Accounts

REMINDER: Once a User has been created, the User Account cannot be deleted but it can be made inactive. All User Accounts must be retained for auditing purposes, such as for historical reporting.

You can deactivate or reactivate User Accounts by editing the User Account’s basic details or directly from the User Accounts screen.

Turn on the Show Inactive User Accounts toggle to display all active and inactive User Accounts.

You'll see a new column appear called Active. Each User Account will have a toggle switch which can be turned off to deactivate and turn on to reactivate.

The User Accounts screen with the “Show Inactive User Accounts” toggle
  turned on. The Active column appears.


Restricting Access to Administrator Roles

There are various actions in the Basket/Cart which can be restricted to the Sales or Opportunities Administrator Role.

There are five categories of actions:

You can view these actions and edit their permissions and restrictions in User > User Roles.

The categories will appear on the left side. Each action has the option to switch the Enforce toggle on or off. Switching the toggle on will restrict the action to Sales or Opportunities Administrators.

Restricted Actions pages.

TIP: An action may be available to a Sales or Opportunities Users if an Administrator logs in using their credentials at the time the action is performed. The following pop-up will appear.

Adminstrator required pop-up.

Enter the Administrator’s Username and Password. Click Authorise to perform the action. The existing user will remain logged in and authorization will be required again if another restricted action is attempted.


Generating BCC Email Addresses for Opportunities Users

You can generate a BCC email address for Opportunities Users who would like to automatically record emails as Activities. For more information on this feature, read the article Automatically Record Emails in Activities Using the Bcc Function.

TIP: The generated email address will be in the following format:

bccspektrix-<clientname>-<unique random key>

The <clientname> is your organization’s clientname and the <unique random key> is a random series of digits.

Click on the Username of an Opportunities User to edit.

You’ll also see a tab on the left-hand side for Bcc Email Address:

A User Account with the Bcc Email Address tab.

Click on the Generate button. A new email address will appear in the Bcc Email Address data field box.

For more information on using this feature, read Automatically Record Emails in Activities Using the Bcc Function.


Further Reading

You now have the information you need to add and edit User Accounts.

We recommend the following articles for further reading: