Overview

EZLease defines a number of user roles that are key in managing the level of access required for each user. Each user's role is set when they're added, although you may change a user's role as needed. When a user signs in, they are only shown the parts of EZLease that they are allowed to see and use.

EZLease version 9.2 brings some changes to the way EZLease handles user roles. Now, a new Super Admin role has been added, in combination with the new User Management workspace. The Super Admin has the ability to add/remove/update all users and their roles. These actions are performed on the new "User management" tab on the EZLease dashboard.

This article contains the following sections:

Super admin role
Managing users as a Super admin
Exporting User lists
User roles and access

Super admin role

The Super admin role in EZLease grants the largest level of access to the system. Super admins have access to all clients and users in an account, as well as to all system functionality (See: Role-based access).

In addition to adding/deleting/updating users, Super Admins can specify a user's access level [role] as Admin, Edit, View, or None. For customers who have more than one instance of EZLease, the Super Admin can grant user access to specific companies [instances].

At this time, accounts are limited to a single Super admin user. If you need to add or change your Super admin, please submit a request to our support team.

Managing users as a Super admin

All user management is done on the User Management page of the EZLease dashboard. Once you log into EZLease, you'll be taken to the EZLease dashboard, where you'll see the User Management tab on the far right (this workspace is only visible to Super admins):

From the User Management workspace, you can view a user's name, email address, status, and roles. This information can be filtered by clicking the magnifying glass icon at the top of each column and entering a value. You can also pin users to make management easier if you have a large user population.

Adding users

Only Super admins can add users.

To add a new user, simply click the Add User button at the top, and enter the user's username, email address, and client role(s). As soon as you click Save, an automated welcome email is sent out. The welcome email is sent to the email address that was entered when adding the user, and it contains the users' username, a temporary password to log in, and a link to EZLease. When a user logs in for the first time using the temporary password, they'll be prompted to set a permanent password for future use.

Note: Temporary passwords expire after 14 days. Super admins can resend welcome emails directly from the User Management workspace by clicking More Actions and selecting Resend Invite. Once a user logs in for the first time and sets a permanent password, Super admins can no longer resend the invites. At that point, user's must use the "forgot password" link on the login screen.

Below are the steps for adding a new user:

Resending a welcome email

Temporary passwords expire after 14 days. Super admins can resend welcome emails directly from the User Management workspace by clicking More Actions and selecting Resend Invite. Once a user logs in for the first time and sets a permanent password, Super admins can no longer resend the invites. At that point, user's must use the "forgot password" link on the login screen.

Below are the steps for resending welcome invites:

Step

Action

Find the user that you need to update.

Click More Actions on the right, and select Resend Invite

Note: This option is only available if the user hasn't updated their temporary password. The user status will show as "invite sent"

Editing user roles and client access

Only Super admins can edit users.

Super admin's have the ability to edit a user's role and which instances/companies they have access to. User edits are simple, and can be done at any time. Find your user, click Edit, and make your changes. Updates are saved and processed in real-time.

Super Admin accounts cannot be edited, as they have full access by default. If you need to change your Super Admin, please contact support.

Note: Usernames and email addresses cannot be changed or updated after a user is added. If you enter the wrong email or require a new username/email, you must create a new user account.

Below are the steps for editing a user's role and access:

Step	Action
1	Find the user that you need to update, and click their username.
2	A new pop-up appears with the user's details and some additional options at the bottom. Click Edit.
3	Update the Client Role(s). Roles can be updated one at a time by selecting the appropriate radio button, or in bulk by clicking the "apply to all" icon at the top. Note: Selecting "None" means the user will not have access, nor will they see that company as an option in EZLease.
4	Click Save. A confirmation pop-up will appear in the top-right corner.

Disabling and deleting users

Only Super admins can disable and delete users.

If you decide that an active user no longer needs access to EZLease and it's data, you can either disable or fully delete the user from the system. It's important to understand the distinction between disabling and deleting. If you disable a user, they don't have access to the system but they'll still appear in the User Management workspace and can be re-enabled at any time. If you delete a user, they are removed from the system permanently. If the user never logged in, the username can be reused; if they had logged in, they username cannot be reused. Deleted users still appear on the Audit Trail report so that you have a historical record for any changes they made.

As best practice, we suggest creating an internal process whereby users who leave the company, or no longer need access to EZLease, are disabled for a specific period of time, before being fully deleted.

Below are the steps for disabling and deleting a user:

Step	Action
1	Find the user that you need to update, and click their name.
2	A new pop-up appears with the user's details and some additional options at the bottom. Click Disable.
3	After clicking Disable, you'll notice the options are updated. Now, the Super admin can re-enable the user again or fully delete them from the system. Click Delete.

Note: Deleting a user is a permanent action. Once a user is deleted, they cannot be re-added under the same username.

Exporting user lists

With the introduction of the User Management tab, Super admin's can now export a list of all users. Currently, the user list contains the username, email address, and status. We plan to improve the report and add additional fields in future versions of EZLease.

To get the export, simply click the Export List button at the top-right to download a .xlsx file containing the information that you're currently viewing. So, if you filter for a specific user, group, or status, the export will only contain that filtered information.

User roles and access

Currently, there are four available roles: View, Edit, Admin, and Super admin. The chart below breaks down the actions available to each role. User roles and access are managed solely by the Super admin.

Action	View	Edit	Admin	Super Admin
View leases	X	X	X	X
View system options	X	X	X	X
Run reports	X	X	X	X
Add leases		X	X	X
Delete leases		X	X	X
Modify [Edit] leases		X	X	X
Purge old leases			X	X
Edit system options			X	X
Update other users’ scope of access			X	X
Add/ Delete/ Edit users & access				X
Add/ Edit user roles				X

Additional notes & important reminders:

Scope of access controls are manage separately, and do not require Super admin privileges to update. Any Admin can see and edit SoA from within the EZLease lease management workspace by going to File > Scope of Access.
User Access Permissions has been moved from the EZLease lease management workspace to the new User Management workspace. Today, this is only viewable to Super admins.
At this time, each account can have only a single Super Admin. The user with this role has access to all users and clients.

Step	Action
1	Click the Add User button.
2	Enter the user's email address and a username. Note: Usernames must be unique, and cannot be changed once added. Additionally, usernames cannot contain spaces.
4	Update the Client Role(s). Roles can be updated one at a time by selecting the appropriate radio button, or in bulk by clicking the "apply to all" icon at the top. Note: Roles can be updated later. For more details on roles: Role-based Access
5	Click Save or Save and add another user, as needed.