User Management – How to Update User Permissions, How to Share Account Elements, and How to Invite, Delete, or Suspend Users

Nimonik offers four user types:

• Account Administrators – Can see and edit everything in the account
• Read Only Administrators – Can see everything in the account, but cannot edit anything
• General Users – Can see and edit only what they have been given access to. They can create new items in the account.
  
• Restricted General Users (default) – Can see what they have been given access to. They can create and edit audits. They cannot create or edit audit templates, compliance obligations (CO) Registers, or Facilities.

Account administrators can manage the access and responsibility of users in their accounts. You can see a list of all of the users in your account and their assigned types by visiting the Manage Users Page.

All users start as restricted general users, but account administrators can change their type at any time by following the steps below;

• Go to the Manage Users Page
• Click Edit next to the user that you would like to adjust
• Click on Role on the resulting page
• Select the appropriate user role
• Click Save

In addition to the types above, Nimonik allows you to further customize user access through Facility Administrators  and General User Restrictions.

Facility Administrators 

Facility administrators are general users, but in the facilities that they are assigned to they can see and edit everything. 

Facility Administrator status can be assigned either on the Create/Edit page of the facility, or on the Edit User page.

Restrict All General Users

You can restrict All general users in your account by checking the Restrict General Users checkbox on the manage users page. You can also set specific users to be Restricted General Users.

Restricted General Users

• Cannot create or edit audit templates. 
• Cannot create new Facilities, or edit Facilities that they do not administer
• Cannot create or edit compliance obligations (CO) Registers
• Can start and complete audits from the templates that they have access to.
• Can change document assessments, add notes and custom field text, and complete actions issued for CO Registers.

How to Share Account Elements With Users

Click here to learn how to share account elements with General and Restricted Users. This includes how to share Facilities, CO Registers, Audits, and Company Audit Templates to users.

How to Add Users to Your Account

Click here to learn how to invite new users to your account or how to re-send an expired invitation to join the account.

How to First Access Your Nimonik Account

Click here to learn how new users can accept the invitation, set a password and join your organization’s Nimonik account.

How to Delete Users from Your Account

You can delete users from your account by clicking the “Delete” button to the right of the user’s information.

Please note that deleting a user completely removes their information from the system. Here are some examples:

• If a user added assessment notes to a document, the notes will remain, but the user’s name will be removed and replaced by “Nimonik”.
• If a user was assigned to any External or Internal Actions, the actions will now be un-assigned.
• If a user was the assigned auditor for an audit, the audits will be left with no assigned auditor.

You will need to type in the words “DELETE” on the pop-up to confirm you want to remove this user from your account. This is done to prevent accidental deletion.

If the user has been assigned as a Responsible Party to a CO Document or CLCO Clause or has other permissions, you will be given the option to transfer their permissions

How to Suspend Users in Your Account

Suspending users prevents them from accessing your Nimonik account, but preserves their historical information and permissions.

To suspend a user, click the “Suspend” button or contact support@nimonik.com to request a user be suspended. You will need to click “OK” to confirm your choice on the pop-up.

Once suspended, the user will appear as such on the Manage Users tab. For all other locations in the account, the user will appear as normal. You can still assign suspended users are Responsible Parties, assign them Actions, Audits, Corrective Actions, etc.

To Un-suspend a user, click the “Unsuspend” button or contact support@nimonik.com.

Who is my Account Administrator and where do I find their contact information?

• If you have access to your Nimonik account, you can see your Account Administrators listed on this page.
• You can click on the Account Administrator’s name to view the email or click again to send them an email.
• Please note that every account has an administrator called “Nimonik Admin”. This account is just there for maintenance purposes, and should not be a primary source of contact.
• If you do not have access to your Nimonik account, please contact support@nimonik.com