Create and Edit an Account

This article will show you how to set up and edit an account in CivicRec.  

Create an Account

Important Notes

• Make sure you are entering a valid email address that the user will have access to when creating the account. 
• The Primary Account Holder should always be an adult, so create a "Parent" first before you create a child account. Learn more about Primary Account Holders vs Account Members.

Instructions

1. Click Setup New Account on your homepage
   
2. Fill in the information fields
   
   
   • Note: Fields will vary based on your site, including required fields.
   • Basics:
     • Account Type: Choose Individual, or set up an Organization account
     • Name (Required): Provide first, middle, and last name
     • Date of Birth (Required), Age Group: Enter a birth date or select age group
     • Gender: Specify the gender of the user
       • Note: If you have enabled the Inclusive Gender Options setting, Non-Binary and Prefer Not To Say will show as options.
   • Address:
     • Address Line 1 (Required): Add the address of the new user
     • Address Line 2: Enter additional address information
     • Zip/Postal Code, City/Municipality, State/Providence (Required): Enter the zip code, city, and state for the user
     • Country (Required): Select the correct country for the user
     • County/Parish: Enter the residential county or parish
     • Residency Override: Select an option to indicate the user as a resident or non-resident
       • Note: Learn how to set residency to require staff approval. 
   • Contact Info:
     • Phone 1-3: Enter phone number, type of phone, and if the phone number can receive text messages or not. 
     • Email Preferences: Click Add Email to enter an email address and set email preferences
     • Apply Contact Changes To Other Household Members: Any changes you make to contact information for this account holder will apply to all members of the account
     • Emergency Contacts: Add emergency contacts for the user
       • Note: If the Emergency Contacts Required organization option is enabled, you will be required to add the specified number of emergency contacts before saving the user. 
   • Account Settings:
     
     • Primary Email (Required): Enter the primary email address of the user
       • Note: Make sure this is a valid email address that the user will have access to, this will be the username they will use to sign in to their account.
     • Generate Password: Select to create a default password for the user
       • Note: This option will only display for organizations that are not using CivicPlus Single Sign-On (SSO).
     • Password/Confirm Password: Create and confirm a password
       • Note: This option will appear only for organizations that are not using CivicPlus SSO and if you do not select Generate Password.
       • Note: Passwords must be at least 8 characters long and contain characters from at least 3 of the following categories:
         • Lowercase letters
         • Uppercase letters
         • Numbers
         • Special characters
     • User Type: Indicate if they are a Public User or Internal User/Staff Member
     • Limited Public User: Limited Public Users come with limited functionality and will not be able to log in to their account until an email address is provided.
     • Deactivated User: Check to deactivate the user
     • User Access: Select access groups
       • Note: This option is not available for Public Users.
3. Navigate to Other Account Members to add new associated account members
   
4. Click Add Account Member
   
   
5. Enter their information
   
   
   • First/Last: Add the first and last name of the user
   • Gender: Select a gender for the user (M = Male, F = Female, NB = Non-Binary, and PNTS = Prefer Not To Say)
     • Note: You must enable the Inclusive Gender Options setting for Non-Binary and Prefer Not To Say to show as options.
   • Birthday/Grade: Indicate their birthday and/or grade
6. Repeat steps 4-5 to add all of the desired account members
7. Navigate to the Organization tab
   
8. If applicable, click Add Item
   
   
9. Search and select an organization to associate with the account
   
   
   • Note: Learn how to Create an Organizational Account. 
10. Click Save New User
    
    

Edit an Account

1. Search Accounts for the account you want to edit 
   
2. Select the Account you are going to edit 
   
3. Select the Edit Pencil on the Account 
   
4. Edit Account File as needed
    
   Note:  When you edit an account for a staff member who also has a CivicPlus Account they will receive a validation email. There will be a call to action to validate and approve any changes made to the following fields: name, birthdate, phone number, or primary email.
5. Select Save User
   
   

Resources

• Account Holder vs Account Member