About user types
User Type is the defining field that groups users together in the system. It categorizes users based on a user group. The 3 default user types are:
- Walk-in = New visitors that are not recognised as having a profile in the system
- Visitor = Visitors that are known already as they have a visitor user profile
- Staff = Employees
If you have a Professional or Enterprise level cloud license, you can create custom user types. These are bespoke to your needs. You have the top-level user types, known as your parent user types. You also have the ability to create child user types, which are nested within a parent user type.
For example, you could add a user type for Contractors or Volunteers. These would be parent user types. Or you could separate your staff using child user types, with one user type for Office Staff and one user type for Warehouse Staff, both nested within the parent user type of Staff.
Accessing user types
Click on the dropdown arrow next to User Settings from the left navigation and click on User Types.
You will then see the User Types grid, shown below.
If you have any child user types created, you will see a dropdown arrow on the left of a user type. You can click this arrow to show the child user types.
Edit user type
Click on Available Actions next to a user type and select edit.
The pop-up window above will appear. You can edit the name of the user type and also change the registration method.
- Registration Not Required – This means the User Type does not need to register with the system but will still be marked as entered.
- Registration Allowed – This will allow the User Type to register with the system and Sign in and Out.
- Pre-Registered by Admin – Users will not be able to go up to the device to register instead, an admin of the system must register them.
- Pre-Registration Only – Users must complete registrations before they arrive at a Site or Appointment at a specified date/time
- Pre-Registration with Approval Required – Users must complete registrations before they arrive at a Site or Appointment at a specified date/time and must also have approval from an Admin before they arrive.
If you wish to, you can also allow the user to change their user type without referring to the admin.
Delete user type
You will only be able to delete user types that you have created as custom user types. You cannot delete the default user types. You don’t have to use them if you have created your own, but it will not give you the option to delete them.
To delete a user type, click on Available Actions next to the user type and select Delete.
You will also not be able to delete a user type if there are users with this user type assigned. You would need to change the user type for these users and then come back to this page to delete the user type.
Add a new user type
To create a new user type, click on the Create User Type button on the top right.
Then click on New User Type button.
Add the name and click the Submit button.
Once added a success message will display and you will be taken back to the user type list where you will see your new user type. This user type will now be available in the journey builder to add to a flow/ create a new flow.
Create a child user type
To create a child user type, click on the New User Type button on the top right.
Then click on one of the current user types from the list that you want to be the parent.
The following box will appear which confirms which user type is the parent and asks you to add the name of the new child user type. In this example, Staff is the parent user type – as you can tell because Staff is highlighted in blue on list and ‘Staff As Parent User Type’ appears in the box.
Once done click on submit and the new child user type will be added with a success message as below.
Moving child user types
You can move child user types so they move under a different parent user type.
You can access your child user types from the user types page by clicking on the drop-down arrow next to a parent user type. You will then see the child user types displayed with a checkbox on the left of each child user type.
Click on Available Actions next to a child user type and it will display a drop-down menu. Click on move.
This will show a pop-up window where you can choose a new parent user type and click the Confirm button.
For example, you can see below that we have moved Library Staff child user type over to Visitor parent, instead of Staff parent.