User Access Manager
Use the User Access Manager app to automatically invite members of your org to ChartHop as part of the onboarding process and ensure ex-employees no longer have access.
You must have already set up your Org Chart in ChartHop in order to use the User Access Manager. Even though employees display in your Org Chart, they must be granted access to ChartHop in order to use it.
After you create your Org Chart, you can invite employees to have access to ChartHop.
When installed, this app automatically sends email invites to all current people in your organization who have a work email set up in ChartHop. After which, you can configure the app to run daily to invite any new hires. This automates the process of giving new users access to ChartHop.
- When there's a new hire, the app sends them an invite to ChartHop on their first day.
- When there's a departure, the app removes the user's access on their last day.
By default, everyone in your org with a work email is invited. If you only want some members of your org meeting certain criteria to get automatic invites, you can set a filter accordingly.
Sample filter | Who it includes: |
employment:full | All full-time employees |
is:manager | All employees who have direct reports |
under:manager name | All employees who report to the manager name you use, including those who report to managers who under the manager you name. |
For more information about creating filters, see ChartHop’s Carrot documentation for a list of fields you can use and how to write filters. Learn more.
You can’t invite users that aren’t in your organization (not included in your Org Chart) with the User Access Manager app. You’ll need to invite these types of users from the Users page. You should also use the Users page to edit any user’s role. Learn more.
You can only use the app to give users an employee or guest role in ChartHop. If you need to grant a user more advanced permissions, you need use the Users page to update their permissions.
Before configuring settings for the User Access Manager app, you should install it and clear all settings. Clearing all settings before you begin prevents invitations from being sent until you customize the settings you need.
- Select Apps from the options (gear) menu in the left sidebar.
- Select the All apps tab.
- Find your User Access Manager app in the list of available apps.
- Click Install on the far right-hand side of the table.
- If prompted, navigate to the URL provided by cutting and pasting it into a new browser window.
- Clear all checkboxes
- Select Save Settings.
You can customize when the User Access app sends out ChartHop invitations. You can have it automatically send invites when a user is added to your organization or you can send invitations on-demand.
As a best practice, ChartHop recommends using the Sync User Access option the first time you are inviting users. Learn more.
Use the User page within ChartHop to invite individual users as well as change their access role.
Regardless of which method you decide to use, you can set up a filter to determine which employees get sent invitations. For example, you may want to allow only full-time employees to access ChartHop.
Setting | What it does |
Run Daily | Sends invitations to users that meet your filter requirements on a daily basis. |
Revoke Access | Automatically revokes access to all employees on the day of their departure. |
Filter | Helps you control which employees in your organization are invited. If you leave this blank and do not add a filter, all employees are invited. When you enter a filter expression, only employees that meet the filter are invited. |
Send notification email | Choose from a list of users to send notification emails to. Users you add here will receive emails when new employees are invited to ChartHop. |
Access level | Choose the access level to grant employees that are invited to ChartHop. You can choose from Employee, Employee (no comp) or Guest roles. |
You can also decide to send notification emails to users within your organization when notifications are sent.
- Select the Settings menu (gear icon) and choose Apps.
- Select the My Apps and Bundles tab.
- Scroll to the User Access Manager app row and select the gear icon on the right.
- Navigate to the URL provided by cutting and pasting it into a new browser window.
- Choose the settings you'd like to use, including any filters.
- Select Save Settings.
You can send invitations to users on-demand at any time. This is typically done when first rolling out ChartHop to your users when you want to grant access to everyone at one time. After using this option, you can return to it if the need arises or rely on the Run Daily option to invite any new users each day.
- Select the Settings menu (gear icon) and choose Apps.
- Select the My Apps and Bundles tab.
- Scroll to the User Access Manager app row and select the gear icon on the right.
- Navigate to the URL provided by cutting and pasting it into a new browser window.
- Configure or update any filters you want to use.
- Select Sync User Access at the bottom of the page. A completion message displays letting you know how many users were sent invitations and if any users were missing emails and could not be invited.
- Select Save Settings to exit the app.
