Users and Roles

This page explains who can sign in to the Admin Dashboard, the two roles (Owner and Administrator), the three permissions that control Administrators' admin views in the End User App, and how to add, edit and remove users.

Dashboard users are the people who manage mxHERO. They are different from the email accounts mxHERO processes (Settings › Accounts and Groups) and from employees who use the End User App.

Before you begin

• You need an Owner or Administrator user. Only Owners can add or change Owners and edit role permissions.
• Know which sign-in methods your organization allows (Settings › Security). A new user signs in with one of them. See Security settings.
• If your last sign-in was more than 1 hour ago, mxHERO asks you to authenticate again before you add, edit or delete a user or change role permissions.

Roles

The first user created when your organization registers is an Owner. An organization must always have at least one Owner: the last Owner can't be deleted or changed to Administrator.

Dashboard pages are the same for both roles. The difference is who can manage which users and what Administrators can see in the End User App.

End User App admin-view permissions

Owners and Administrators who sign in to the End User App (https://app.mxhero.com) can switch to an admin view that shows items for the whole organization, not only their own. Three separate permissions control this for the Administrator role:

Owners always have all three. For Administrators, an Owner turns each one on or off for the whole Administrator role, not per person.

Changes apply to signed-in End User App users shortly after you save. They don't need to sign out.

Manage Administrator permissions

Owners manage the three admin-view permissions for the Administrator role from Settings › Users.

1. Sign in to the Admin Dashboard as an Owner and open Settings › Users.
2. Open the role settings for Administrator and turn each of the three admin-view permissions on or off.
3. Save. If asked, authenticate again.

If you don't see a way to change these permissions, contact mxHERO support. See Getting Support.

View users

Open Settings › Users.

The pencil and trash icons edit and delete a user. They are disabled for Owners when you are an Administrator; hovering shows "The current role can't modify an Owner user."

Add a user

1. Open Settings › Users and click Add User.

2. If your last sign-in was more than 1 hour ago, the Authentication required dialog opens. Authenticate with Use your own domain (SAML) or with your password, then click Authenticate. With 2FA on, you only enter a new code.

   

3. Fill in the form:

   • Name: at least 2 characters.
   • Email: the address the person signs in with. It can't be changed later.
   • Role: Owner or Administrator. Administrators can only choose Administrator.
   • Password: shown only when your organization allows User and Password sign-in. If password is your organization's only method, a password is required. See the password rules on Registering and signing in.

4. Save.

Tell the person they can now sign in at https://dashboard-v3.mxhero.com with any method your organization allows. The other dashboard users in your organization receive an email that a user was added.

Note: For SAML, Google or Office 365 sign-in, the user's email in mxHERO must match the address in that identity provider exactly.

Edit or delete a user

1. On Settings › Users, click the pencil icon to edit or the trash icon to delete.
2. Authenticate again if asked.
3. Edit: change the name, role or password, then save. Delete: confirm.

What happens:

• Role changed: the user's current session ends. They sign in again with the new role.
• Password changed for a user who already had one: all other dashboard users are notified by email.
• User deleted: the session ends immediately.
• You can't delete your organization's last user, or the last Owner.

Every user change is recorded in Reports › User Activity. See User Activity.

Edit your own account

Click your name in the top-right corner, then Account Settings. In Edit User you can change your Name and, if your organization allows passwords, turn on Set a new password. Email is read-only. In the Role list, Owner is disabled if you are an Administrator.

Verify

• The user appears on Settings › Users with the right ROLE and ACCESS.
• Ask the user to sign in. For an Administrator with admin-view permissions, ask them to open the End User App and switch to the admin view.

Troubleshooting

Related pages

• Registering and signing in
• Security settings
• Single sign-on with SAML
• The End User App
• User Activity