Managing Users

The Manage Users page, under Administration, lists everyone who can sign in to Amplify. From it, administrators create users, give them access, lock their accounts, and remove them.

This article covers both the Advanced and Simple Models, and needs administrator access, or an admin role with access to Manage Users — see Admin Roles.

Finding users

Navigate to Administration > Manage Users. To find someone, type all or part of their name or email address into the search box at the top of the list.

By default, the list shows each user's profile icon, ID, name, and email address, their admin roles or Full Admin, their sign-in count and last sign-in, and whether two-factor authentication and password sign-in are turned on. Where Ask Amplify is turned on for your organization, it also shows whether they can use it.

More columns — such as whether a user is locked, or subscribed to the mailing list, and any custom fields for users — can be shown from the list's column settings.

Guest users are hidden by default. To see them, change the filter on the User Type column — see Guest Users.

Counting users

How many users you have, against the number your license allows, is shown on the Administration > Overview page. Locked users and guest users don't count toward your license. See Administration Overview.

The user's page

Click a user's name in the list to open their page. It shows their details, and the initiatives they're on, with their role in each. Click View Team beside an initiative to open its team.

From the user's page, you can edit the user, lock them, change their password, reset their two-factor authentication, reassign their items, delete them, and subscribe them to the mailing list.

Creating users

To create a user:

1. On the Manage Users page, click Create a New User.
2. Enter their Name.
3. Enter their Email.
4. Where your organization uses more than one language, choose their Language. It sets the language Amplify, and their email notifications, use for them. Otherwise, everyone uses your organization's language.
5. Enter a Password, or leave it blank so the user sets their own.
6. Where you entered a password, enter it again to confirm it.
7. Choose their access — see Access settings.
8. Optionally, give them a resource type — see Resource type.
9. Click Create User.

How a new user gets their first password is set by your password policy — see Authentication.

To create many users at once, click Import Users, and upload them from an Excel file, through Integrations — see Importing Data.

Where your organization uses single sign-on, users can also be created automatically the first time they sign in — see Single Sign-On.

Access settings

• Grant this user Full Admin Privileges — lets the user change every Administration setting, and gives them access to the enterprise.
• Assign this user an Admin Role — gives the user access to specific areas of Administration. See Admin Roles.
• Allow access to Ask Amplify (AI) — lets the user use Ask Amplify, which is in beta. Shown where Amplify AI is turned on for your organization. See AI in Amplify.
• Allow this user to create Programs — in the Simple Model, makes the user a program administrator.

Resource type

Giving a user a resource type, such as Engineer or Analyst, makes them a resource that can be allocated to resource demand, and counted in resource capacity. For resource types, and allocating resources, see Configuring Resources (Advanced Model) or Configuring Resources (Simple Model).

Editing a user

To edit a user:

1. Open the user's page from the Manage Users list.
2. Click Edit. The Edit Amplify Account page opens.
3. Change their details, language, access, or resource type.
4. Click Update.

Sign-in settings

• Allow log in via Amplify when SAML is enabled — lets the user sign in with their password while single sign-on is turned on. Turn it on from the user's Edit Amplify Account page. The user's page shows whether it's enabled or disabled for them. Use it to keep at least one administrator able to sign in, if your identity provider is unavailable. See Single Sign-On.
• Two Factor Authentication — the user's page shows whether two-factor authentication is turned on for them. Where they've lost both their authenticator app and their backup codes, click Reset, so they can sign in again. See Two-Factor Authentication.

Locking a user

A locked user can't sign in, and doesn't count toward your licensed users. To lock a user, click Lock on their page, or Lock this Account on the Edit Amplify Account page. Unlock them from the same place to let them sign in again.

Changing a user's password

Click Force Password Change to have a user set a new password. They're emailed a link to set it, and the new password must follow your password policy — see Authentication.

Removing a user

To remove a user:

1. Open the user's page.
2. Under User to reassign items to:, choose who takes over their pending approvals, and the initiatives and tasks they own.
3. Click Reassign and Delete User. It's available once you've chosen someone other than the user being removed.
4. In the confirmation, click Reassign and Delete User again.

Where the user has an associated API user, it's deleted too — Amplify warns you before you confirm.

To pass the user's open approval requests to different people for each workflow instead, reassign them from each workflow first — see Approval Workflows.

Guest users don't own anything, so there's no one to choose. To remove a guest user, click Delete User on their page, and confirm.

Guest users

Guest users can only submit initiatives through the Initiative Submissions form, and don't use a license. They're created and managed through your identity provider. See Guest Users.

For giving administrators access to parts of Administration, see Admin Roles. For how users sign in, see Authentication.