This article will explain how to give another staff member from your organization access to the Treefort portal.
Creating a New Staff Member
To add a staff member as a new user, please follow the instructions below:
- Navigate to the Administrative Settings
Note: only Administrators can see the Administrative Settings icon. - Select Manage Users.
- Select the +Add User
button, which will open a popup allowing you to enter the information required to create a new user (shown below).
You will be prompted to enter the following information to create a new user.
First Name: enter the new users desired first name.
Last Name: enter the new users last name.
Organization Email Address: you must enter the user’s organization email address. This email address will be used to send the user a link to create their profile, and will also be used for any subsequent notifications and communications sent to the user. Please do not use personal email addresses to set up users.
Note: if your organization or suborganization has set up restricted domains from your organization or suborganization settings, you must enter an email address that conforms to the domain restrictions in order to save the user.
Cell Phone Number: you must enter the user’s cell phone number. The user must have access to a cell phone with a camera and the ability to receive SMS messages, as security codes will be sent via SMS to the user.
Organization: this will auto-populate your organization name.
Jurisdiction: you must select which jurisdiction the user is associated with. This field determines the applicable legislation that will be referenced in the final Treefort ID Verification Reports for all ID verification requests sent to clients that were initiated by this user. For instance, if the “Law Society of Alberta” is selected, all ID verification reports for clients that were initiated by this user will reference the applicable Law Society of Alberta Model Client ID Rules. The user will be able to change their jurisdiction at any time from their user settings.
User Roles: You must select a role for each user - Administrator, Regular or Accounting. Each role is defined below:
- Admin – If the user is being selected as Admin for the entire organization, they will have Administrative Settings visible in the top navigation bar, and will be able to manage their organization’s information. They will be able to edit organization settings, manage billing and subscription information, and will also manage their organization’s user access by creating, editing, and removing users. They will also be able to manage their suborganizations, as well as suborganization users, if applicable. An Admin for an organization will also have full access to the Reports section for all users and suborganizations, as the Accounting user does. If the user is being selected as Admin for a suborganization, they will have the same functionality as an Admin for the entire organization, however they will manage the suborganization’s information (general settings and managing users for their suborganization only). Suborganization Admins will have full access to the Reports section for all users associated only with their suborganization.
- Regular User – this is a traditional user role within Treefort. Regular Users will be able to manage their own account settings, manage files and clients, initiate ID verification requests, etc.
- Accounting User – this role will only have access to view the Reports section within Treefort. They will be able to filter reports for any user within the organization, or all users. If the Accounting role is applied to a user associated with the entire organization, they will have access to reports for the entire organization, however if applied to a user associated to a suborganization, they will only have access to reports for suborganization users.
When you are finished entering your user’s information, select Send Invite. After selecting Send Invite, the user will receive an email with a link to create their user profile, as shown below. This link does not expire, as the user will be required to verify their email and cell phone via two-factor authentication before their account can be created.
Note: the user will be added to the list of users in the Manage Users tab with a status of Invite Pending, indicating that the user has been sent the email invitation to create their user profile. More information on user statuses is provided later in this section
After selecting the link to create their user profile, the user will complete a two-factor authentication step, review and accept the Treefort Terms and Conditions, set their email notification preferences, and create their password. The entire user profile creation process will only take a few minutes, and once completed, the user will receive an email with their login information and link to login, as shown below
Note: the user’s status in the Manage Users tab will change to Active, indicating that the user has successfully created their user profile. More information on user statuses is provided later in this section.
The Administrator who sent the user the invitation to create their user profile will also receive an email to confirm that the user has created their user profile, as shown below.
From the Manage Users tab, Administrators at your organization can view and manage all users in various statuses, as shown below.