Add New Users

Administrators can add their colleagues or potential providers into the system as users. Here are all the ways you can add new users.

  • External Users (Portal users) are community members who use cb Access to complete an application. Admin users can add portal users and they will receive an email to log in at which point they can access their application.
  • Internal Users are staff members who use the Casebook platform.

Note: Only administrators can add new users. However, users will need to take part in the process when they are being added.

Note: There are two types of users in Casebook: external users and internal users.

In this article find out how to do the following:

Adding New Users Individually

  1. In cb Admin, under “Global, “click on “Users” to add colleagues or “Portal Users” to add applicants. 
  2. Click on the plus sign in the purple circle button at the bottom right corner of the screen. 
  3. Two options will appear: Add user or Add bulk users from CSV file. Click on Add user to add an individual user. 
  4. In the new window that appears, the administrator enters the user’s
    1. First name
    2. Last name
    3. Email address
      1. Note: The email address is case-sensitive when logging in. It is best practice to enter in user's email address in all lower case. 
    4. If the user only has one Supervisor for all of their roles or doesn't have a supervisor for any of their roles, select Yes here. If they have a different supervisor for their roles, then select No. 

      • Note: Assigning a supervisor to a role is not required. 
    5. Add Role(s) (see Roles and Permissions for more information on roles). 
      • Note: If you selected Yes to the previous question, you can add multiple roles by clicking on the Roles section and typing in the role or scrolling. 
      • Note: If you selected No to the previous question, you'll need to add each role by clicking on the Add role and supervisor button. 
  5. After filling in all the required information, click on the Create new user button . Alternatively, if you no longer need to add the user, click on the Discard button to delete. 
    • Note: If you create a new user and an account already exists, you will be directed to a link to navigate to the existing users’ account.

 

After creating a new user in Casebook, here are the steps for the New User to Complete: 

  1. An email will be sent to their email address with a temporary password. 
  2. Click on the link to sign in, and fill in the email address and temporary password. 
    • Note: The email address section is case-sensitive. 
  3. After logging in with the temporary password, a prompt will pop up to create a new password. Click on “Let’s Do It” to update the password. 
  4. Create a new password > Change password. 
  5. Log in using the updated password. 
    • Note: You'll be asked to agree to the terms the first time you log in. After agreeing, you'll be taken to the Home page. 

Adding New Users in Bulk

Sometimes, an administrator has so many users to add into the system that it wouldn’t make sense to add them in one by one. In this situation, add users in bulk.

Internal Users (i.e. caseworkers, staff)

  1. In cb Admin, click 'Users' under 'Global.'
  2. At the bottom of the page on the left-hand side, click “Download CSV Template” to automatically download the template
  3. Fill in the template with all your users and information about them. Save the document as a CSV file.
    Note: Before uploading the file, delete Line 2 with the example information. 

    Fill out the template with the following information: 
    • Email
      • Example: email@example.com
    • First Name, Last Name, Middle Name
      • Note: Middle Name is not required.
    • Phone Number
      • Example: (888) 555-7777
    • Roles
      • Example: Admin; Provider Worker; Reporting Admin
      • Note: You can also include custom roles, as well. 
      • Note: Be sure to not put a space after the ; semi-colon 
  4. Go back to Global > Users, and click on the plus sign at the bottom right corner. 
  5. Click “Add bulk users from CSV file” icon. 
  6. Choose the CSV file you want to use from your computer’s drive.
  7. If everything works successfully, a success message will appear, and all users will be in the system.
  8. If there is a problem, you'll receive an error message letting you know which line(s) in the CSV document had a problem. The users with complete information in the CSV file will still be uploaded to cb Admin. 
    • If this happens, open the CSV file and update the information.
    • Click on the  the plus sign.
    • Click “Add bulk users from CSV file”.
    • Choose the CSV file from your computer’s drive.
    • The user(s) who were not previously uploaded will now be successfully uploaded.
      • Note: If a user was already successfully added, they won't be added again. 

    Adding External Users (i.e. applicants) in Bulk

    1. In cb Admin, click “Portal users” under “Global.”
    2. At the bottom of the page, click “Download the CSV template”.
    3. Fill in the template with all your external users and information about them. Save the document as a CSV file
    4. Note: Before uploading the file, delete Line 2 with the example information. 

      Fill out the template with the following information: 
      • Email: 
        • Example: email@example.com
      • First Name, Last Name, Middle Name
        • Note: Middle Name is not required.
      • Phone Number
        • Example: (888) 555-7777
      • Roles: In this case, it would be Portal User. 
    5. Click on the the plus sign at the bottom right corner. 
    6. Click on “Add bulk users from CSV file” button.
    7. Choose and click the CSV file from your computer’s drive.
    8. If everything works successfully, you get a success message and all users are uploaded.
    9. If there's a problem, make changes to the document, and then re-upload it following the same steps. 
      • Note: Users that have been previously added won't be added again. 

      Check out this article on how to disable or delete a user and here's how to edit a user's information