Managing Admin and Reviewer Users

Administrators create user accounts for all of an organization’s reviewers and administrators and provide access to programs within the account. Once created, administrators manage their own account credentials.  Reviewers can update their own passwords.

How It Works

Creating New Accounts

To add a reviewer or administrator account, navigate to your My Account page, then click into the Manage Users tab.

  1. Click the Add a New User button at the top of the Manage Users tab. 
  2. Type the person’s name.
  3. Enter a user ID (an email address).
  4. Assign a password.
  5. Choose the User Type.
    • Committee – Can complete a committee review of applications
    • Administrative – Can create and administer programs, complete an administrative review of applications
  6. Select an Email Preference.
    • “Notify” means that the user will receive an email any time a new application is submitted for any program in your organization’s account.
    • “None” means that users will only receive emails for programs that they are assigned to.

After setting up the user account, click the ‘Send’ button in the Password column to send that new user a password reminder. (They may need to check their spam or junk folder and add Notices[@]ZoomGrants.com to their whitelist to ensure they receive ZoomGrants emails.)

Editing an Account

Administrator Accounts

Admins manage their own account credentials. To edit your admin account, click into the Manage Users page, find your account in the list of administrative users, then click the pencil icon. Update your account information, as necessary.

If a fellow administrator has forgotten their password, they can complete the password retrieval process, or you can click the ‘Send’ button to send a password reminder to their email address. (They may need to check their spam or junk folder and add Notices[@]ZoomGrants.com to their whitelist to ensure they receive ZoomGrants emails.)

Reviewer Accounts

Updating the Email Address on a Reviewer Account

Administrators manage the email address on reviewer accounts. Navigate to the Manage Users page, find the user’s name on the list, then click the pencil icon on the left and make the appropriate change.

Updating the Password on a Reviewer Account

Reviewers can update their own passwords. Learn more in this article, here. As an admin, you can also click into the Manage Users page and click the ‘Send’ button to send a password reminder to their email address. (They may need to check their spam or junk folder and add Notices[@]ZoomGrants.com to their whitelist to ensure they receive ZoomGrants emails.)

Inactivating a User

If a reviewer will not longer be a reviewer for your organization and you’d like to remove them from the list of active users, marking them ‘Inactive’ is the way to go. Click into the Manage Users page, then put a check in the ‘Inactive’ column in the row for that user.

Marking a reviewer inactive removes that user from the list of available committee members in the Committee tab in Program Setup but it retains the scores and reviews of that committee member. They can also still go into their accounts and access the programs and applications to which they’ve been assigned.

Deleting an Account

Deleting an account in ZoomGrants also removes nearly all data related to that user, particularly for reviewers.

When you delete a reviewer, their entire review, including scores, votes, recommendations, and notes, is permanently deleted as well.

First, start by inactivating that reviewer. Reload the page, then scroll down to the Inactive Users section, where you’ll see a trash can icon on the far right side. Click the icon to delete that user.

If you’re not able to see the icon, you are not a senior admin. Contact a senior admin with your organization to request that they remove that user for you.

Setting Senior Admins

If you choose to use them, having senior administrators allows an organization to limit administrators’ access to programs and functions. When in use, senior admins have special, overarching access to all of an organization’s programs and functions, while non-senior admins are limited to whatever they’ve been given access to by a senior admin. If you do not have any senior admins set in your account, all admin users will have equal access to everything.
To set an admin user as a senior admin, find their name in the list of administrative users in the Manage Users tab, then put a check in the Senior Admin box on the far right.

Once you’ve set a person as a senior admin, all non-senior admins will have limited access to programs. The remaining senior admins are responsible for providing non-seniors with access to programs and areas in the account. ZoomGrants support staff is not authorized to update admin access.

If you need to set several folks up as senior admins, it’s important that you set yourself as a senior admin first before assigning others to ensure that you continue to have the proper access to the system. After the senior admins are chosen, all non-senior admins will need to be individually assigned to programs in Program Setup, in the Administrative Users section of the Settings tab (the process is similar to assigning reviewers to a specific Program).
Want to learn even more?

All ZoomGrants administrators are invited to join our Tuesday Trainings – weekly training webinars that help administrators learn about how to set up and manage their programs. Learn more here.

Troubleshooting

I tried creating or updating a user and got an error message saying that the user ID is already being used. What does that mean?

That message indicates that the email address that you entered when setting up the account is already in use elsewhere in ZoomGrants. There are a couple of options for how to handle this:

  • If the user is an active reviewer for a different organization, they’ll need a separate account (using a different email address) to be a reviewer for your programs. You may need to set up an alias or use an alternate email address for them.
  • If the user is an inactive reviewer for a different organization, we may be able to update the email address on the other reviewer account to an email alias or alternate email address. Contact our support folks for more information.
  • If the user is an applicant, ask if they need continued access to their applicant account. If they do not, our support staff can help transfer the account to someone else, which will free up the email address to use in a reviewer account for your organization. If they do, you’ll need to use a different email address or an email alias to create their reviewer account for your organization.

An administrator also needs to be able to be a reviewer, too. How is that set up?

Currently, in ZoomGrants, administrative users use administrator accounts to complete administrative reviews, while reviewers use reviewer/committee member accounts to complete committee reviews. If an admin needs to also be a true committee member, they’ll need a separate reviewer account (with a different email address) set up and assigned to that program.

How do I lock a reviewer out of their account?

If you need to prevent a reviewer from logging into their accounts entirely, get into the Manage Users section and change their login credentials. If you need to prevent reviewers from changing or starting their scoring, you can lock the scores in a program. (Learn more here.)

For a more permanent solution, consider deleting the user (so long as you do not need access to their scores or review in the future).

I can’t access a program.

If a program does not appear on your My Account page, check the Program History tab. If it’s not there, either, you may not have been given access to that program.

Contact any of the senior admins set in your account to request that they give you access to the program or make you a senior admin, if appropriate. (You can check the Manage Users tab to see who has been set as a senior admin.)

Since user management is limited to an organization’s administrators (or senior admins, if they are set), ZoomGrants support staff is not authorized to update admin access.

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