How to enable staff logins and set passwords

For users to have access to ALIS, you must enable their logins and set passwords. By default, ALIS creates a username for each staff member based on their first and last name (e.g., jane.addams), but you must verify this and set their initial password.  

About Usernames and Passwords  

To access ALIS, every user must have a dedicated staff profile with enabled login credentials. The ALIS team typically enables logins and sets initial passwords for your initial staff list during the beginning of your onboarding phase. Once the initial staff import has occurred, your team is responsible for adding new staff. It is best practice to create the profile, enable the login, and set the password all in one step.  

Usernames

• ALIS automatically generates a username when a staff profile is created. The default username format is: firstname.lastname (e.g., jane.addams).

• Usernames must be unique across the entire system. If a username already exists (e.g., another Jane Addams is already in the system), ALIS will automatically append a number to the end (e.g., jane.addams1). 

• You can edit a staff member's username to be whatever you prefer, provided it remains unique. For steps on how to do this, refer to this How do I edit a staff member's username? guide. 

• You can toggle a staff member's ability to log in (Enable/Disable) at any time through their staff profile.

• You must verbally tell the staff member their username. Automated email/text message contains only the password for security reasons; they do not include the username. Without knowing their username (especially if it has numbers attached), they will not be able to log in. 

Passwords

• For security purposes, you cannot view your own or another staff member's existing password. 

• While you cannot see the current password, you can reset or change a staff member's password at any time if they forget it. For steps on how to do this, refer to thie How do I change a staff member's password? guide.

Enable login and set password

This section outlines how to enable a staff login and set the initial password at the same time that you create a new staff profile. For additional information on the other required fields for creating a new staff profile, refer to this How to add a new Staff Profile guide. 

1. Enable Login: When adding the new staff profile, the Login Status will default to Enabled and you most likely will not need to adjust this. If you move the toggle to Disabled, the user will not be able to log in even if they have been provided login credentials.

2. Set Password:  Below the Login Status, select the Set Password checkbox. 

You will be presented with two options: 

• Automatically - ALIS generates a secure, random password and sends it directly to the staff member. When you choose this option, select Email and/or Text Message, enter the contact info, and click Submit. 

• Manually - You create a specific password for the staff member right now. When you choose this option, you type the password twice in the fields provided, optionally choose to send this new password via email or text, and click Submit.   

Manage login access and verify username

This section outlines how to Enable/Disable a staff member's login and locate their existing username once the staff profile is created.

First, locate the staff member's profile using one of these methods: 

• Search Bar: Start typing their name in the search bar at the top right of any page and select them from the dropdown.

• Staff Menu: Click the Staff icon on the dashboard (or click Staff > All Staff in the top menu) to browse the full list.

To Enable/Disable a login: 

1. On the staff profile, scroll to and click on the Login & Access blue bar. 

2. Click the Manage Access button.

3.  Look at the 'Login Access' toggle. If it says Disabled, move the toggle to Enabled.

To verify a username:  

1. In the Login & Access blue bar, view the righhand Login Information section. 

2. Under 'ALIS Login' you will see the auto-generated Username. To change it, click the Pencil icon next to the name.

Related Articles: 

• ALIS Login Reference Guide
• How to add a new Staff Profile
• What should I do if I am unable to login?
• How do I change my password?
• Security Roles Reference Guide

For more assistance with Staff Logins,

Contact our ALIS Customer Success Team:

888.404.ALIS(2547) or support@go-alis.com