FAQ: Creating & Managing Users
Answers to common questions about user accounts, passwords, and roles.
FAQ: Creating & Managing Users
Can I have multiple users with the same email address?
No. Each user must have a unique email or username. If two team members share an email (e.g., a shared inbox), you should create separate user accounts with different login identifiers—for example, john.doe@company.com and jane.doe@company.com.
What happens to a deactivated user's old transactions?
Deactivated users' transactions, documents, and records remain in the system and can still be viewed and audited. Deactivation only prevents them from logging in. If you need to keep audit records but want to restrict access, deactivation is the right approach.
Can I change a user's login (email or username) after they are created?
It depends on your system configuration. If you need to change a user's login identifier, contact your system administrator or support. In most cases, it is safer to deactivate the old user and create a new user with the correct login.
How often should users change their password?
This depends on your organization's security policy. Usystems does not enforce a mandatory password change interval by default, but your admin can recommend regular password updates (e.g., every 3-6 months). If a password is suspected to be compromised, reset it immediately.
What if I forget the admin password?
If you are the only admin and you forget your password, you will need to contact your system administrator or support for assistance. They may need to reset it at the database level or via an administrative interface.
Can I delete a user instead of deactivating them?
Usystems does not permanently delete users. Deactivation is the standard way to remove access while preserving audit records. Once deactivated, a user cannot log in, but their historical data remains intact for compliance and auditing purposes.
How do I know if a user has changed their password since I reset it?
You do not have a direct notification. However, you can check the user's last login time or audit logs (if available in your system) to see if they have been active. A user who successfully changed their password will be able to log in with their new password.
Can a user reset their own password?
Yes. Users can reset their own password by clicking a "Forgot Password" or "Reset Password" link on the login page, or by going to their account settings (often labeled My Account or Profile) and using a "Change Password" option.
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