New User
Overview
A Timesavr user refers to the username and password that you use to log into Timesavr. A user is not tied to a staff profile, although any given staff member could have a personal user profile in addition to their staff profile.
To create a new user, go to Admin > Security > Users and click "New user". The general process for creating a new user is the same, regardless of the type of user, but there are a few important differences to note, which is why this article explains separately the process for creating three different types of users. Daycare educator, office administrator and dayhome educator.
Security Profile
Each user must be assigned a security profile, as this will govern the user's access privileges. When creating a new user, you can use one of the existing security profiles that you've created previously, or you may need to create a brand new security profile. This article demonstrates how to create a new user, with an existing security profile. For more information on creating security profiles, please click here.
Example: New Daycare Staff
Username: This is the username that the new user will log into Timesavr with. Keep in mind that any username you choose here must be unique, not only within your organization, but amongst all Timesavr users.
Generally speaking, daycare educators will share a user account because they will also share a device, such as a tablet or laptop. If your staff all user their personal phones to log into Timesavr, then it would make sense to give them all a personal username, but if they're sharing a device, then they should also share a username. You could create one username for your entire centre, or you could create a username for each room in your centre. The latter option generally works best if each room has their own tablet, because you can then take advantage of the option to restrict each user to a specific room (see room restriction below) as well, if you ever need to investigate who entered, deleted or changed data, it becomes much easier if you can narrow it down by room.
Email Address: If you're creating personalized user profiles for your office staff then use each person's personal email address, but if you're creating a more generic user profile then use the organization's office email address. This address will be used if you choose a password reset from the login screen. Staff time off requests and approvals will also use this email address.
Security Profile: Select the security profile created specifically for educators, as this will restrict what the educator has access to. Any security profile, other than Administrator, must be created by you. If you haven't yet created a security profile, then click here for more information on how to do that.
First and Last Name: The first and last name are displayed in the top right hand corner when logged in, so assuming you've created a generic user profile for each room, use a name here that identifies the room, like for example: "Butterflies Room".
Room Restriction: This field is optional. If you select a room here, then this user will only have access to this room and the children in this room. This is useful if you're creating a user for each room, and then this way each room will see only the children assigned to their room, making it quicker and easier get to the attendance list and to create daily reports or send SMS messages to the parents.
Leave the other fields blank.
Example: New Dayhome Educator
Username: This is the username that the dayhome educator will log into Timesavr with. It's recommended that you use a naming convention that will be easy for everyone to remember and also ensure uniqueness among all users. Generally speaking the "firstname.lastname" format works well, but using email addresses for usernames is also a good idea.
Email Address: Use the dayhome educator's own email address here. This address will be used to send her an invitation to activate her account, and is also used if she needs to reset her password from the login screen.
Security Profile: Select the security profile created specifically for dayhome educators, as this will restrict what each dayhome provider has access to. Any security profile, other than Administrator, must be created by you. If you haven't yet created a security profile, then click here for more information on how to do that.
First and Last Name: The first and last name are displayed in the top right hand corner when logged in, so use the educator's real name here.
Provider Profile Restriction: This is important. You must select here the dayhome that you've previously created for this educator. If you do not select a dayhome here, then she will have access to all the dayhomes in your organization.
The other fields can be left blank.
Example: New Office Admin
Username: This is the username that the new user will log into Timesavr with. Keep in mind that any username you choose here must be unique, not only within your organization, but amongst all Timesavr users.
You may choose to personalize this name if you have a number of office administrators, giving each administrator their own username, or you may create a more generic user profile here and choose a username that reflects the role of the person using it. The latter option typically makes sense because office staff will come and go, and it may be convenient for the new office staff to take over the user profile of the previous office staff. It also makes sense if you're going to have several staff sharing the same user profile, meaning all the office computers are logged into the same user account. If you choose to go with this more generic, reusable, user profile then you should prefix the username with something meaningful to your organization, such as initials, as this will guarantee its uniqueness. For example, if your centre is called "West Edmonton Childcare" then you might use the initials WEC and create a username called "WEC Office".
Email Address: If you're creating personalized user profiles for your office staff then use each person's personal email address, but if you're creating a more generic user profile then use the organization's office email address. This address will be used to receive notifications of staff time off requests, and is also used if you choose the password reset option from the login screen.
Security Profile: Select the security profile created specifically for office administrators, as this will restrict what each office administrator has access to. Any security profile, other than Administrator, must be created by you. If you haven't yet created a security profile, then click here for more information on how to do that. Any user with the Administrator security profile will have access to everything, including security options, so this security profile is typically reserved for owners or board members. Administrators also circumvent some settings, such as staff PIN prompts, so it is a unique and built-in security profile.
First and Last Name: The first and last name are displayed in the top right hand corner when logged in, so assuming you've created a generic office user profile, use a generic name here such as "Office Admin".
The rest of the fields can be left blank.
Send Invite
After creating a user profile, you'll be given the option to send an invite to the new user to create a password for themselves. If you're creating a personal user profile then it's recommended that you use the option to send an invite to the user. They will then receive an email with instructions on how to create a password for their profile. If you're creating a generic profile, or you're creating a profile for yourself then feel free to simply set the password and be done with it.
When you send an invite, the user will receive an email that looks similar to the one below, with the subject "Create Your Timesavr Password". Note that the link to create a password can only be used once and will expire within 24 hours if not used. If a user did not use the link, you can send another invite by viewing their user profile and choosing the option to "Send another invite".
The first name of the user sending the invite will be featured in the email itself, as the person who has created the user profile. This user's email address will also be used as the "Reply to" address, so the recipient can reply to the invite email, and that reply will go to the user who sent the invite. If no email address is found on the user profile of the sender, the company email address will be used. The company email address is defined on the centre profile (Admin > Centre Profile).
The greeting on the email will be generated based on the first name of the new user.
New User
If you create a user and neither send an invite, nor set a password, it will remain in a NEW status, and you can send the invite, or set the password, at a later date.
Pending Status
If you've sent an invite, but the user has not yet created their password, the user will remain in a PENDING state, and you'll be able to re-send the invite or set the password manually. The user page will also remind you when the latest invite was sent.
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