Managing Users & User Types

Introduction

Managing users effectively in SurePact ensures that the right team members have the appropriate level of access to records and system functions. SurePact uses a combination of User Types and Record Roles to define permissions at both the organisation-wide and record-specific levels.

This guide explains User Types, how they differ from Record Roles, and how to add, edit, and manage users within your SurePact tenancy.

📌 For assigning members to specific records, please see Understanding Default Members, Roles & Permissions.

User Types vs. Record Roles

User Types (Organisation-Wide Access)

User Types define what a person can access across all of SurePact, including administrative features, user management, and system-wide settings. These are assigned by an Administrator and apply to the entire tenancy.

💡 Tip: Most users are Active Users, with access limited by their Record Roles rather than their User Type.

Record Roles (Access Within Specific Records)

Unlike User Types, Record Roles define what a user can do within a specific record (e.g., grant, project, contract, or portfolio). Record Roles are managed at the record level by the Record Manager.

✔ Record Roles include:

• Record Owner (Oversight, no edit rights)

• Record Manager (Day-to-day execution, can assign members)

• Record Member (Limited editing, can complete tasks)

• Approver (Can approve but not edit records)

📌 For a detailed breakdown of Record Roles & Permissions, see Understanding Default Members, Roles & Permissions.

Adding & Managing Users

How to Add a New User

1. Navigate to Administration > Users.

2. Click Add User (➕).

3. Enter the user’s details (Name, Email, Department, and Business Unit).

4. Assign a User Type (e.g., Active, Customer Administrator).

5. If applicable, select Default Member to provide automatic access to all records.

6. Click Save Changes.

💡 Tip: Users receive an email invitation once added.

Editing an Existing User

1. Navigate to Administration > Users.

2. Select the user you want to edit.

3. Update their User Type, Department, or Business Unit.

4. Click Save Changes.

⚠️ If a user changes roles internally, update their permissions to match their new responsibilities.

Offboarding & Locking Users

When a user leaves your organisation or no longer requires access, you must lock their account to ensure compliance and governance.

Steps to Offboard a User:

1. Navigate to Administration > Users.

2. Select the user you wish to offboard.

3. Before locking the user, transfer their assigned records to another user using Delegations.

   📌 For step-by-step instructions, see Creating Delegations in SurePact.

4. Once delegations are complete, uncheck all User Types and select only Locked.

5. Click Save Changes.

💡 Tip: Locking a user prevents them from logging in while retaining their historical activity for audit purposes.

Best Practices for User Management

✔ Use individual email addresses (e.g., georgie.craft@regionofmagic.tas.gov.au) instead of shared accounts for better governance.

✔ Assign Customer Administrator access only to key personnel (e.g., IT leads, finance managers).

✔ Review user access periodically to remove inactive users or adjust permissions as needed.

✔ Use Default Members for teams needing full record visibility, rather than manually adding users to each record.

✔ Update permissions when staff change roles to ensure proper record access.

✔ Always complete a Delegation before locking a user account to maintain ongoing record access.

Troubleshooting User Access Issues

❓ User cannot see a record → Ensure they are assigned as a Record Member.

❓ User cannot edit financial fields → Check if Hide Financial Data is enabled.

❓ User cannot log in → Ensure they are not marked as Locked or check if SSO is required.

❓ User not receiving notifications → Verify their email is correct and that notifications are enabled.

📌 For further assistance, contact your SurePact Administrator or log a Support Ticket.