Managing Users Permissions

Guide Overview

Summary:
This guide explains how to manage users in your ActiveProspect account by adding new users, removing users, assigning roles, and enabling Two‑Factor Authentication (2FA) to enhance account security.

Learning Objectives:

• Learn how to add new users to your account
• Understand how to remove users when they no longer require access
• Assign and manage roles to ensure proper permissions
• Enable and comprehend the importance of Two‑Factor Authentication for enhanced security

Quick Start Workflow

1. Sign Up / Log In
2. Access the User Management Section
3. Add or Remove Users
4. Assign Appropriate Permissions
5. Enable and Configure 2FA

Step‑by‑Step Instructions

Step 1. Add New Users

• Goal: Add new users to grant access and enable collaboration within your account.
• Context: Only users with user management permissions can add new members.

Instructions:

1. Log in to your ActiveProspect account by visiting account.activeprospect.com.
2. In the left-hand navigation, click on the “User Management” section.
3. Click on the “Invite New Member” button.
4. Enter the new user’s details including first name, last name, and email address.
5. Select the appropriate permissions for them. You can select if they should have billing and user management access. You can also select which products (TrustedForm, LeadConduit, SuppressionList) they should have access to within your account.
6. Click “Send Invite” to send the invitation email to the new user.

Expected Result:
The new user receives an invitation email. After accepting the invite, they are added to your account and, if 2FA is enforced, they will be prompted to complete the security setup.

Step 2. Remove Existing Users

• Goal: Remove users who no longer require access to maintain account security.
• Context: Regular review of user access is critical. Removing inactive or unauthorized users helps ensure that only entitled individuals remain in the system.

Instructions:

1. Log in to your ActiveProspect account and navigate to the “User Management” section.
2. Locate the user who should be removed from the active users list.
3. Click the three‑dots (options) menu next to the user’s name.
4. Select “Remove Membership” from the dropdown options.
5. Confirm the removal when prompted.

Expected Result:
The selected user’s access is revoked and they are no longer visible in the active users list.

Step 3. Assign and Manage Roles

• Goal: Ensure each user is assigned the correct permissions to maintain appropriate access levels and capabilities within the account.
• Context: ActiveProspect allows you to control which users have billing and user management permissions as well as which users have access to each product within your account.

Instructions:

1. When adding a new user or editing an existing user’s information, select which permissions they have.
2. Save the changes to update the user’s permissions.

Expected Result:
Each user is assigned a role that reflects their duties, ensuring they have proper access without compromising security.

Step 4. Enable and Understand Two‑Factor Authentication (2FA)

• Goal: Enhance account security by requiring an extra verification step during login.
• Context: Two‑Factor Authentication (2FA) requires users to provide both their password and a secondary code (via SMS or an authenticator app) to access the account. This additional step protects your account in case of password compromise.

Instructions:

1. Log in to your ActiveProspect account.
2. Navigate to Settings.
3. On the Techincal tab, check the box that says “Require 2FA for all users”

Expected Result:
2FA is successfully enabled. On subsequent logins, users will be prompted to enter the secondary code, ensuring an added layer of security.

Validate Your Setup

To confirm that user management is correctly configured:

• Check the “User Management” page to see that newly added users appear with the assigned permissions.
• Verify that removed users no longer appear in the active users list.
• Test the 2FA setup by logging in with a user account that has 2FA enabled; ensure that the secondary authentication prompt appears correctly.

Troubleshooting

Frequently Asked Questions (FAQ)

What happens if a user does not complete the 2FA setup when invited?

If your account requires 2FA, the new user will be prompted to complete the setup on their first login. Incomplete setup may restrict full access to the account.

Can I change a user’s role after they have been added?

Yes, account Owners and Admins can update a user’s role at any time through the User Management section.

Why is 2FA important for my account?

Two‑Factor Authentication adds an extra layer of security by requiring a secondary verification (via SMS or an authenticator app) during login, reducing the risk of unauthorized access even if the password is compromised.

Glossary

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