You will find out how to create and edit local users, how to delete them, and how to anonymize them in this article.
New users can only be created by your administrators.
Under "Administration" > "User Management" you will find the users already created and you can add new users by clicking on the corresponding button.
Adding users is very simple: the mandatory fields are the first and last name, email address and password (if you do not trigger the welcome email).
If you forget one, you will get a corresponding message.
It is always best to send a welcome e-mail with the access data directly from the system to the new user.
And we also recommend you to activate the new users directly. You will save the individual activation afterwards.
Each new user automatically has the default role when you create them, if you have set one. This role defines the minimum permissions for your users.
In the second tab, under "Advanced", you can make small manual adjustments for your users. For example, if you want to display a doctor title in the name, you can do this via the "Display name".
Make it easier for your users to log in by not having them type in their full email address every time. Under "Alternative login name" you can, for example, assign abbreviations for logging in. It is important that the abbreviation must be unique.
If you want to edit a user, you can do this under "Administration" > "User Management" by selecting the already created user and clicking the corresponding "Edit" button.
Then you can customize all fields (e.g. set a new password or edit the email address).
Please note that changing the URL / Mentions (Slug) option will cause existing links and mentions in content to stop working. The user profile widget is not affected by this.
Complete deletion of users, i.e. to the extent that no activity of deleted users is displayed in your environment, is not possible in Haiilo.
The reason for this is that these users interacted with other users in Haiilo (e.g. published posts that were responded to; wrote articles in blog posts). Any action in Haiilo that originated from the deleted user is linked to other data that would otherwise be lost.
If you just want to delete a user, you can do that in the administration via the user management by selecting a user and clicking on "Delete".
For a deleted user, however, the personal data can be removed via anonymization. Thus, the data protection of former employees is guaranteed.
You can define this setting in the administration under "General settings" > "Anonymize deleted users".
There you also specify from which point in time after deletion a user should be anonymized:
An anonymized user will later look like this in the interface:
Why is my user not to be found after creating?
First check whether the new user is already activated. To do this, the check mark must be set in the "Create user" mask. You can easily find out if the user in question is already activated by filtering for inactive users in the user management. To do this, simply click on the filter icon and select the filter "Show inactive". There you can also activate the user afterwards.
Can I send a welcome email afterwards?
The procedure in Haiilo is such that a welcome mail for new users can only be generated and sent when a new user is created and invited. A second, subsequent dispatch is therefore currently not possible.
Can a user have multiple email addresses and can an address be assigned multiple times?
The email addresses are the unique selling point in Haiilo and therefore can be assigned only once. Every user needs his own email address to log in. This is also the reason why a user cannot have multiple mail addresses to log in Haiilo.
Can a user be created invisible?
It is not possible to hide certain users in the colleague list. As long as a user is activated and should be able to log into Haiilo, he is also visible to all employees in the company.
Haiilo serves as a social intranet for networking, building a sense of community within the company, and sharing. This would have a rather counterproductive effect on all other colleagues.
Where is the difference between deleted and deactivated users?
In general, both users can no longer log into Haiilo, but the difference between a deactivated user and a deleted user is that a deleted user can be anonymized.
If you don't use the anonymization feature, the division into the two categories is still a help to keep track of departed and temporarily absent users (e.g. parental leave).
Users who are only temporarily absent should be deactivated and not deleted.
How to recover deleted users?
If a deleted user has already been anonymized, he cannot be restored. This means that after the expiration of the anonymization period defined by you, the user is irretrievably deleted.
The set standard of anonymization is 2 days. Nevertheless, we recommend setting a deadline of at least 30 days to comply with any requests for exports of user data. (GDPR)
If the user is only deleted and not anonymized, he can be restored. To do this, first click on the three points of the options of the corresponding employee and then on "Restore user". The user is restored, but set to inactive for the time being. After activating the user, he or she can immediately log back into your digital home.
I accidentally deleted a user and can no longer use their email address for an account. Is it possible to undo this?
In Haiilo Home, the email address is the unique selling point. These cannot be assigned twice. So if you have deleted a user who is now working in the company again (e.g. maternity leave, sabbatical,...) you have two options:
If you do not anonymize your users, you can reactivate the user in the user management. To do this, either search for the affected user or filter the user management for "Show deleted" and select "Restore user" via the three dots of the options. This is also possible even if the anonymization period has not yet expired.
Replace the e-mail address of the deleted user with a "dummy e-mail address". To do this, filter for "Show deleted" in the user administration and edit the affected user. In the e-mail field, enter a dummy, e.g. firstname.lastname@example.org. Then you can create a new user with the correct email address.