Adding and Editing Users

Adding and Editing Users

Adding and editing users is a common feature in SOVA available to property admins. You can rest assured that all data is stored securely on our servers and encrypted during transit.

How to add users
  1. Navigate to Users > New User .
  2. The Add User form opens
  3. Select the users level (property admin or property user)
  4. All properties in your corporate profile are visible, and your property should be automatically selected. This cannot be changed
  5. Add a valid email if possible. This will be used to send notifications to your users. If one or more of your users do not have valid emails, simply enter any email in the form of @sovasystems.com. For example, ABCHotel1@sovasystems.com, ABCHotel2@sovasystems.com, etc. NOTE: these emails will not function, but it allow you to add the user by  including a value in the required email field
  6. Select a default password for all new users and stick to that. Password strength must be over 30%. It is recommended that all passwords use at least 1 uppercase letter, one or more numbers and special characters. For users having valid emails, they will receive an email asking them to sign in to SOVA to change their password. Passwords are unknown to everyone except the user. If a password is forgotten, it can be reset but not restored
  7. If you identify officers by call sign, enter that in the User Initials field. Otherwise, enter the users initials.
  8. Phone number is optional, but recommended
  9. Click into the Color Code field and select a color to differentiate the user. NOTE: if you have many users it can be difficult to select a primary color for each user that is different than the next. Get creative by changing the intensity of the color or creating a blended color. There are thousands of color possibilities! The most important thing is to ensure the users who often work the same shift together have very different colors, if at all possible.
  10. Add an image (headshot) of the user. If you prefer, you can skip this step, and later add the user images from SOVA Mobile. This eliminates a couple steps of having to capture a user image using a digital camera or mobile phone, emailing it to yourself, so you can then grab it and add it via the web interface. You can search the Knowledge Base for "Adding user images in SOVA mobile" for instructions on how to do that.
  11. Click submit to save the user record
  12. Navigate to Users > List Users. The user you added should be shown on the list. Make sure the toggles for Web and Mobile are both ON. One gives access to the web, allowing them to login, the other adds their name to the list of users in the mobile devices so they can perform tours, complete tasks, write incident reports, etc.

TIP: Sometimes, you might add users like a member of upper management, that will never go on a tour, but would like access to the web console. For these users, set the Mobile toggle to "OFF" and the web toggle to "ON". This way their name does not show up as a person that can be logged in when viewing your user list from the mobile device.


How to edit users:
  • Navigate to Users > List Users .
  • Select a user from the list to edit. You can use the search feature to filter the list by the users first name
  • Click the action icon to load a menu where you can perform these functions:
  • View - view the users profile. No changes are possible from this screen
  • Edit - property admins have full edit capabilities
  • Delete - delete the selected user. NOTE: if you want to remove a user and there is a possibility that the user may come back, it is not recommended that you delete the user. Instead, simply set the Web and Mobile toggle to "OFF" and the user will no longer have access to the website, and their name will not show in SOVA Mobile, but you will be able to easily restore this user in the future by changing the toggle settings.
The video below describes how to add users from SOVA web.



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