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Invite and Manage Members

Avantis allows admins to easily invite, edit, or deactivate members using the Members Module. Below, you'll find a step-by-step guide along with a video tutorial.
 

Any member can invite other members: 

 

Admins can create (not only invite) and edit members:

  1. Go to the Members module
  2. Click on the ellipsis on the upper right
  3. Choose Add member... 
    1. This ensures the member you create is already activated and does not need to respond to an invite to gain access
  4. The Add member dialogue box opens
    1. Fill out these fields
  5. Admins can also edit these members' information after they are created
  6. Admins can click this ellipsis to 
    1. Reset passwords to a random password (if you are on SSO, this option will not appear as  you don't use passwords)
    2. Change to a specific password of your choosing
    3. Deactivate the member's access
    4. Resend confirmation email to member if they have only been invited and are not yet activated (does not apply to SSO)

Video: Inviting and Managing Your Members

 

Inviting Members in Avantis

  1. Open the Members Area – Navigate to the Members section in Avantis.

  2. Click "Invite Members" – Locate the button in the upper right corner.

  3. Enter Email Addresses – Add up to 100 email addresses, separated by commas.

  4. Send Invitations – Click Invite to send requests.

  5. Confirm Email – Each member will receive a confirmation email to verify their address.

 

Resending or Cancelling an Invitation

  1. Check Member Status – If a member hasn’t confirmed their email, their status will show as Unverified.

  2. Decide on Next Steps – You can either resend the confirmation email or cancel the invitation.

  3. Resend or Cancel – Click the ellipsis (...) on the far right of their row and select Resend Confirmation or cancel as needed.

Resetting or Changing a Member’s Password

  1. Determine the Need for a Reset – If a member has confirmed their email and set a password but has forgotten it, you can either:

    1. Reset the password to a randomly generated one, or
    2. Change the password to one you create.
  2. Select the Option – Click the ellipsis (...) on the far right of their row and choose Reset Password or Change Password as needed.

 

To Deactivate a Member

  1. Method 1:
    1. Click on the edit icon (pencil) at the far-right of the row containing their name.
    2. In the dialogue box that appears, toggle the Activated switch to deactivate them.
  2. Method 2:
    1. Click on the ellipsis (...) at the far-right of their row.
    2. Select Deactivate.
  3. Filter Activated Accounts (optional):
    1. You can filter to show only activated accounts by typing or selecting "activated" in the Status column of your user list.

 

To Reactivate a Member

  1. Click on the edit icon (pencil) at the far-right of the row containing their name.

  2. In the dialogue box that appears, toggle the Activated switch to reactivate them.

 

To Edit a Member’s Information (including upgrading to Admin)

  1. Click on the edit icon (pencil) at the far-right of the row containing their name.
    1. In the dialogue box, change any desired information and click Save.
  2. To Upgrade a Member to Admin:
    1. Use the Role field to upgrade the member.
      1. Member:  A member can search, share their own searches, and invite other members.  They cannot edit or share searches they have not themselves created.
      2. Search Admin:  A Search Admin has all of the privileges of a member, plus they can also view and edit any of the organization's saved searches.
      3. Admin:  An Admin has all of the privileges as a Search Admin, plus the ability to deactivate and reactivate members.

To Export Usage Reports

  1. Click on the Select Columns and Order icon (the icon that looks like two side-by-side columns) on the upper right.

  2. Select the usage related columns you'd like included in your report and order them how you'd like: 
    1. Last Use
    2. Searches
    3. Views
    4. Alerts Enabled
    5. Alert Notifications
    6. Alert Emails
    7. Last Alert Email
    8. Etc.

  3. You will see usage statistics that reflect all time usage 

  4. To narrow to a particular time range, click on Filter usage statistics by date right under the Members heading on the upper left
  5. To export this report, select all rows using the checkboxes on the left then click on the ellipsis (...) on the upper right and choose Export  -->  To Excel