User Management · Philanthropy Cloud

You can manage the users for your workplace or organization in User Management.

You can add and update individual users, as well as import new and updated users in bulk using a CSV file. You can also deactivate and reactivate users individually and in bulk.

A few things to remember:

For every organizational (legal) entity, there is exactly one Organization record in Philanthropy Cloud.
Workplace Account Management Partner, Processor, Workplace, Reseller, and Customer Support Partner are not Organization objects in Philanthropy Cloud; they are organizational roles that an Organization can hold.
For every person in the world, we would ideally have one Person record in Philanthropy Cloud.
Workplace Account Manager, Organization Administrator, and Champion are not Person objects in Philanthropy Cloud; they are assigned user roles that define permissions.

Important: If you are a WAM, make sure you are in the right workplace context before performing any tasks. Functionality may differ based on workplace context and the associated privileges for that site. To switch between workplace contexts, enter the name of the workplace or organization in the Search field located in the toolbar.

Note: The number of active users and number of licenses displays, where the number of active users equals the number of users provisioned by the organization who are in an active state (does not include deactivated users) and the number of licenses equals the number of licenses provisioned for the organization.

Note: Unless otherwise configured in SSO settings, new users receive a welcome email with log in instructions from Philanthropy Cloud. You can also defer the welcome email and send it from your workplace according to your own timeline or process. For information on whitelisting and configuring emails, see Email Configurations in the Appendix.

Note: You should not add a user as an employee to multiple organizations or move a user account between organizations. If you want to add a user to multiple companies for testing purposes, it is recommended that you use a unique email alias for each account, if your email system supports that.

Users

You can add, update, deactivate/reactivate, reset passwords for, and assign roles to users in your workplace or organization. You can also filter users by role and search for users based on name, work or personal email, or personal ID.

Users are listed in a sortable, paginated table, where you can view at a glance each user name, email, status, and role, as well as their last modified date.

User status is indicated with either a green or a red circle. Green circles indicate active users, while red circles indicate deactivated users. These circles display both in the Status column and around the user profile image.

SSO login status is indicated for those users who login with Single Sign On (SSO).

User roles are indicated when a user is assigned a specific role, such as Organizational Administrator, Champion, Customer Support Agent, or Workplace Account Manager.

Add a User

You can add individual users to your workplace or organization in the Users section of User Management.

Note: You can add, update, reactivate, and deactivate users in bulk using a CSV file. However, role assignment must be done in User Management on an individual user basis.

To add a user:

Navigate to Admin and select User Management.
Select Create User.
In the Profile section, enter the user's Profile, Work Information, Personal Information, and Preferences.

Note: Fields with an asterisk are required.
Select Save to add the user.
To assign roles to this user, select Roles.

Note: User-level permissions are enabled if no other roles are assigned.
1. Organization Administrators (OA) have full site access. They can configure settings, manage users, develop content, and run reports.
2. Champions have limited administration access to Content Management for their organizations. They can create, edit, delete, and archive Volunteer Opportunity, Campaign, and Story content. Their content can be featured, and is both indexed for search and available to be recommended. They can also view the volunteer lists for all volunteer opportunities.
3. Customer Support Agents (CSA) have access to User Management for the organizations they support. They can also provide limited-time donation support to users and administrative support to organizations when specific access is granted. For more information, refer to the Customer Support guide. Note: You must be in the context of an organization that is a Customer Support Partner to assign CSAs.
4. Workplace Account Managers (WAM) have full site access to administer workplaces they are managing. For these workplaces, they can configure settings and branding, manage users, develop and feature content and messaging, and run reports.
  
  To assign a user to be a WAM, search for the appropriate workplace name and select Assign. You can assign and remove workplaces as required. Note: Workplace Account Managers can only be assigned and removed by Workplace Account Management Partners. Workplaces cannot assign or remove WAMs directly.
To notify the user about their newly assigned roles and permissions, select Send email notification.
Select Save to assign the roles.
To add, update, or reactivate users in bulk using a CSV file, navigate to User Management and select Import.

Note: Role assignment must be done in User Management on an individual user basis.
To deactivate users in bulk using a CSV file, navigate to User Management and select Deactivate.

Edit a User

You can edit the details for an individual user in the Users section of User Management.

You can filter users by role and search for users based on name, work or personal email, or personal ID. Once you locate the appropriate user, you can access their User page by selecting their Name or profile picture in the table. Alternatively, you can navigate to the Actions menu for the user and select Edit User.

Detailed user information includes their Profile, Work Information, Personal Information, Preferences, and Roles.

Note: You can add, update, reactivate, and deactivate users in bulk using a CSV file. However, role assignment must be done in User Management on an individual user basis.

To edit a user:

Navigate to Admin and select User Management.
Navigate to Users and locate the appropriate user. You can filter users by role and search for users based on name, work or personal email, or personal ID.
Once you locate the appropriate user, you can access their User page by selecting their Name or profile picture in the table. Alternatively, you can navigate to the Actions menu for the user and select Edit User.

Note: The Actions menu enables you to quickly Reset Password (non-SSO only users), Edit User, Assign Roles, Deactivate User, and Activate User.
To make the required changes to the user's profile, select Profile.

Note: Fields with an asterisk are required. The user's User ID is displayed under the user's name.
To assign roles to this user, select Roles.

Note: User-level permissions are enabled if no other roles are assigned.
1. Organization Administrators (OA) have full site access. They can configure settings, manage users, develop content, and run reports.
2. Champions have limited administration access to Content Management for their organizations. They can create, edit, delete, and archive Volunteer Opportunity, Campaign, and Story content. Their content can be featured, and is both indexed for search and available to be recommended. They can also view the volunteer lists for all volunteer opportunities.
3. Customer Support Agents (CSA) have access to User Management for the organizations they support. They can also provide limited-time donation support to users and administrative support to organizations when specific access is granted. For more information, refer to the Customer Support guide. Note: You must be in the context of an organization that is a Customer Support Partner to assign CSAs.
4. Workplace Account Managers (WAM) have full site access to administer workplaces they are managing. For these workplaces, they can configure settings and branding, manage users, develop and feature content and messaging, and run reports.
  
  To assign a user to be a WAM, search for the appropriate workplace name and select Assign. You can assign and remove workplaces as required. Note: Workplace Account Managers can only be assigned and removed by Workplace Account Management Partners. Workplaces cannot assign or remove WAMs directly.
To notify the user about their newly assigned roles and permissions, select Send email notification.
Select Save.
To add, update, or reactivate users in bulk using a CSV file, navigate to User Management and select Import.

Note: Role assignment must be done in User Management on an individual user basis.
To deactivate users in bulk using a CSV file, navigate to User Management and select Deactivate.

Assign Roles

All Philanthropy Cloud users can discover opportunities to give back and keep track of their continued impact. Certain roles expand on this ability and allow users to perform a variety of tasks that help others to engage with causes.

You can assign roles to an individual user in your workplace or organization in the Users section of User Management. You can notify users about their roles via email as required.

Alternatively, you can navigate to the Actions menu for the user and select Assign Roles. You can also select Edit User from the Actions menu and then select Roles.

Note: You can add, edit, and deactivate users in bulk using a CSV file. However, role assignment must be done in User Management on an individual user basis.

To assign roles to a user:

Navigate to Admin and select User Management.
Navigate to Users and locate the appropriate user. You can filter users by role and search for users based on name, work or personal email, or personal ID.
Once you locate the appropriate user, you can access their User page by selecting their Name or profile picture in the table. You can also navigate to the Actions menu for the user and select Edit User
To assign roles to this user, select Roles.
Alternatively, you can navigate to the Actions menu for the user and select Assign Roles.

Note: The Actions menu enables you to quickly Reset Password (non-SSO only users), Edit User, Assign Roles, Deactivate User, and Activate User.
Assign roles to this user as required.

Note: User-level permissions are enabled if no other roles are assigned.
1. Organization Administrators (OA) have full site access. They can configure settings, manage users, develop content, and run reports.
2. Champions have limited administration access to Content Management for their organizations. They can create, edit, delete, and archive Volunteer Opportunity, Campaign, and Story content. Their content can be featured, and is both indexed for search and available to be recommended. They can also view the volunteer lists for all volunteer opportunities.
3. Customer Support Agents (CSA) have access to User Management for the organizations they support. They can also provide limited-time donation support to users and administrative support to organizations when specific access is granted. For more information, refer to the Customer Support guide. Note: You must be in the context of an organization that is a Customer Support Partner to assign CSAs.
4. Workplace Account Managers (WAM) have full site access to administer workplaces they are managing. For these workplaces, they can configure settings and branding, manage users, develop and feature content and messaging, and run reports.
  
  To assign a user to be a WAM, search for the appropriate workplace name and select Assign. You can assign and remove workplaces as required. Note: Workplace Account Managers can only be assigned and removed by Workplace Account Management Partners. Workplaces cannot assign or remove WAMs directly.
To notify the user about their newly assigned roles and permissions, select Send email notification.
Select Save.
To add, edit, or reactivate users in bulk using a CSV file, navigate to User Management and select Import.

Note: Role assignment must be done in User Management on an individual user basis.

Deactivate a User

You can deactivate a user and remove their ability to access Philanthropy Cloud in the Users section of User Management. Deactivated users are denoted with red circles around their profile images. Their user record and activity history remain for reporting purposes.

Note: You can add, update, reactivate, and deactivate users in bulk using a CSV file. However, role assignment must be done in User Management on an individual user basis.

To deactivate a user:

Navigate to Admin and select User Management.
Select Users and locate the appropriate user. You can filter users by role and search for users based on name, work or personal email, or personal ID.
Once you locate the appropriate user, navigate to the Actions menu for the user and select Deactivate User.

Note: The Actions menu enables you to quickly Reset Password (non-SSO only users), Edit User, Assign Roles, Deactivate User, and Activate User.
To add, update, or reactivate users in bulk using a CSV file, navigate to User Management and select Import.

Note: Role assignment must be done in User Management on an individual user basis.
To deactivate users in bulk using a CSV file, navigate to User Management and select Deactivate.

Reactivate a User

You can reactivate a previously deactivated user and re-enable their Philanthropy Cloud access in the Users section of User Management. Deactivated users are denoted with red circles around their profile images.

Note: You can add, update, reactivate, and deactivate users in bulk using a CSV file. However, role assignment must be done in User Management on an individual user basis.

To reactivate a deactivated user:

Navigate to Admin and select User Management.
Select Users and locate the appropriate user. You can filter users by role and search for users based on name, work or personal email, or personal ID.
Once you locate the appropriate user, navigate to the Actions menu for the user and select Activate User.

Note: The Actions menu enables you to quickly Reset Password (non-SSO only users), Edit User, Assign Roles, Deactivate User, and Activate User.
To add, update, or reactivate users in bulk using a CSV file, navigate to User Management and select Import.

Note: Role assignment must be done in User Management on an individual user basis.
To deactivate users in bulk using a CSV file, navigate to User Management and select Deactivate.

Reset Password

You can reset passwords for users that are not designated as Single Sign-On only (SSO) in the Users section User Management. SSO login status is indicated for those users who login with SSO.

To reset a user's password:

Navigate to Admin and select User Management.
Select Users and locate the appropriate user. You can filter users by role and search for users based on name, work or personal email, or personal ID.
Once you locate the appropriate user, navigate to the Actions menu for the user and select Reset Password. An email is sent to the user to reset their password.

Note: The Actions menu enables you to quickly Reset Password (non-SSO only users), Edit User, Assign Roles, Deactivate User, and Activate User.

Import

You can add and update users in bulk using a CSV file in the User Management Import page.

Important: Updating users in bulk with a CSV file changes their user information in the database.

Note: Role assignment must be done in User Management on an individual user basis.

Add Users

You can add users in bulk in the Import section of User Management.

Note: Role assignment must be done in User Management on an individual user basis.

To add users in bulk:

Navigate to Admin and select User Management.
Select Import.
Drag and drop a CSV file in the appropriate area or select Upload to select a file.
Select the file Encoding type: UTF-8, UTF-16, ISO-8859-1, or Windows-1252.

Important: The file encoding must match the selected encoding type.
Select whether or not to Insert Null Values to allow blank fields to overwrite existing data. If you select this option, existing data is updated with blank values from your file. This option should only be used when a non-required field is being updated from having a value to blank.

Note: When users are added or updated via bulk import and and Insert Null Values is selected, null values are ignored for the following fields where the required organization-level settings have default values: Preferred Currency, Language Preference, Time Zone, Login Method, Welcome Email Setting, and Bonus Payroll Enabled.
Select Submit. A confirmation appears displaying all of your selected options.
Select Confirm to confirm your selections and import the file. The file import status displays in the History table.
To review and correct any file errors, download the appropriate file, make the corrections, then re-import the file.
To download a file that was imported less than 30 days ago, select Download.

Note: Files imported more than 30 days ago display as expired.
To create a file to import, download the Sample Template (EmployeeImportTemplate.csv) and enter the appropriate information in the file.

Note: The supported file format is .CSV. All required information, such as first/last name, work address, city, state, zip code, country, and work email, must be complete to ensure a successful file import. Non-required information may also be useful when running reports or performing other administrative tasks.
To view the definitions and rules for each item in the Sample Template, download the Data Dictionary (EmployeeImportDictionary.csv).

Update Users

You can update users in bulk in the Import section of User Management.

Important: Work email or person ID is required to update existing user information.

Important: Updating users in bulk with a CSV file changes their user information in the database.

Note: Role assignment must be done in User Management on an individual user basis.

To update users in bulk:

Navigate to Admin and select User Management.
Select Import.
Drag and drop a CSV file in the appropriate area or select Upload to select a file.

Important: Work email or person ID is required to update existing user information.
Select the file Encoding type: UTF-8, UTF-16, ISO-8859-1, or Windows-1252.

Important: The file encoding must match the selected encoding type.
Select whether or not to Insert Null Values to allow blank fields to overwrite existing data. If you select this option, existing data is updated with blank values from your file. This option should only be used when a non-required field is being updated from having a value to blank.

Note: When users are added or updated via bulk import and and Insert Null Values is selected, null values are ignored for the following fields where the required organization-level settings have default values: Preferred Currency, Language Preference, Time Zone, Login Method, Welcome Email Setting, and Bonus Payroll Enabled.
Select Submit. A confirmation appears displaying all of your selected options.
Select Confirm to confirm your selections and import the file. The file import status displays in the History table.
To review and correct any file errors, download the appropriate file, make the corrections, then re-import the file.
To download a file that was imported less than 30 days ago, select Download.

Note: Files imported more than 30 days ago display as expired.
To create a file to import, download the Sample Template (EmployeeImportTemplate.csv) and enter the appropriate information in the file.

Note: The supported file format is .CSV. All required information, such as first/last name, work address, city, state, zip code, country, and work email, must be complete to ensure a successful file import. Non-required information may also be useful when running reports or performing other administrative tasks.
To view the definitions and rules for each item in the Sample Template, download the Data Dictionary (EmployeeImportDictionary.csv).

Deactivate

You can deactivate users in bulk in the Deactivate section of User Management.

Deactivate Users

You can deactivate users in bulk in the Deactivate section of User Management.

When you deactivate users from the platform, you remove their ability to access Philanthropy Cloud. Their user records and activity histories remain for reporting purposes.

Important: Work email or person ID is required to update existing user information.

To deactivate users in bulk:

Navigate to Admin and select User Management.
Select Deactivate.
Drag and drop a CSV file in the appropriate area or select browse to select a file.

Important: Work email or person ID is required to update existing user information.
Select the file Encoding type: UTF-8, UTF-16, ISO-8859-1, or Windows-1252.

Important: The file encoding must match the selected encoding type.
Select whether or not to Insert Null Values to allow blank fields to overwrite existing data. If you select this option, existing data is updated with blank values from your file. This option should only be used when a non-required field is being updated from having a value to blank.

Note: When users are added or updated via bulk import and and Insert Null Values is selected, null values are ignored for the following fields where the required organization-level settings have default values: Preferred Currency, Language Preference, Time Zone, Login Method, Welcome Email Setting, and Bonus Payroll Enabled.
Select Submit. A confirmation appears displaying all of your selected options.
Select Confirm to confirm your selections and import the file. The file import status displays in the History table.
To review and correct any file errors, download the appropriate file, make the corrections, then re-import the file.
To download a file that was imported less than 30 days ago, select Download.

Note: Files imported more than 30 days ago display as expired.
To create a file to import, download the Sample Template (EmployeeImportTemplate.csv) and enter the appropriate information in the file.

Note: The supported file format is .CSV. All required information, such as first/last name, work address, city, state, zip code, country, and work email, must be complete to ensure a successful file import. Non-required information may also be useful when running reports or performing other administrative tasks.
To view the definitions and rules for each item in the Sample Template, download the Data Dictionary (EmployeeImportDictionary.csv).

Reactivate Users

You can reactivate users in bulk in the Import section of User Management.

When you reactivate previously deactivated users, you re-enable their Philanthropy Cloud access. Deactivated users are denoted with red circles around their profile images.

Important: Work email or person ID is required to update existing user information.

To reactivate users in bulk:

Navigate to Admin and select User Management.
Select Import.
Drag and drop a CSV file in the appropriate area or select Upload to select a file.

Important: Work email or person ID is required to update existing user information.
Select the file Encoding type: UTF-8, UTF-16, ISO-8859-1, or Windows-1252.

Important: The file encoding must match the selected encoding type.
Select whether or not to Insert Null Values to allow blank fields to overwrite existing data. If you select this option, existing data is updated with blank values from your file. This option should only be used when a non-required field is being updated from having a value to blank.

Note: When users are added or updated via bulk import and and Insert Null Values is selected, null values are ignored for the following fields where the required organization-level settings have default values: Preferred Currency, Language Preference, Time Zone, Login Method, Welcome Email Setting, and Bonus Payroll Enabled.
Select Submit. A confirmation appears displaying all of your selected options.
Select Confirm to confirm your selections and import the file. The file import status displays in the History table.
To review and correct any file errors, download the appropriate file, make the corrections, then re-import the file.
To download a file that was imported less than 30 days ago, select Download.

Note: Files imported more than 30 days ago display as expired.
To create a file to import, download the Sample Template (EmployeeImportTemplate.csv) and enter the appropriate information in the file.

Note: The supported file format is .CSV. All required information, such as first/last name, work address, city, state, zip code, country, and work email, must be complete to ensure a successful file import. Non-required information may also be useful when running reports or performing other administrative tasks.
To view the definitions and rules for each item in the Sample Template, download the Data Dictionary (EmployeeImportDictionary.csv).