Managing and Adding Users

Managing and adding users is easy with CaptionSync. This article shows how.

Special Roles

Users with Manage Users privileges can add new users, edit users' contact information, disable users, and manage privileges, via Settings -> Manage Users.

The primary user has all privileges and they cannot be disabled unless the primary user cedes primary to another person (the primary user is the only user who can change this primary designation). The primary user can also change the privileges of any user. And finally, the primary user's name is referred to on the invoice and they are emailed about all new users. Otherwise, any individual user can have any privilege the primary user has.

Adding New Users

To add new users, click Add New User, under Settings -> Manage Users. In the What kind of user section, select all the privileges the new user should have.

"Like my account with following privileges" means that the new user will have the same submission types as the user that's creating the new account. The specific integrations, advanced settings, output types, and features, such as List of URLs, will all be set to default.

Editing Users

The user information can be edited by clicking on the edit link next to the users' name, in the Manage Users table. A user's username cannot be changed, but you can change the name displayed, email address, and phone number.

Disabling Users

Disable the user by unchecking the Enabled box. Once you disable a user's login, they will be unable to log into their account, submit requests, use the Redo feature or the Online Editor, or retrieve submission results. You cannot re-enable a disabled user via the website, so please verify you want the user disabled. You need to submit a Support ticket to re-enable any disabled user.

Managing User Privileges

Users with See/Pay Invoices privileges can create invoices (for Prepaid accounts), pay invoices, see the status of invoices, and download invoices. See/Pay Invoices does not allow the user to see other users’ billable submissions — See All Submissions privileges is required.

Users with See All Submissions privileges can see other users' submissions via Billing -> Billable Submissions for All Users, Caption/Transcribe -> Status of Submissions for All Users, and Translate -> Status of Translations for All Users.

Users with Manage Users privileges can manage other users and their privileges (a user with Manage Users privileges cannot remove privileges from peers with Manage Users privileges) via Settings -> Manage Users.

Users with Can Add Features privileges can enable any additional features on the account such as List of URLs, AST-Link, and/or integration with our video/lecture platform partners via Settings -> Account Features.

Users with both Get Others' Results and See All Submissions privileges can download other users’ captioned results via Billing -> Billable Submissions for All Users, Caption/Transcribe -> Status of Submissions for All Users, and/or Translate -> Status of Translations for All Users.

Users with Manage Organization privileges can modify the organization's contact settings via Settings -> Manage Organization. This privilege needs to initially be given by the primary user. Only if granted to specific users with Manage Users privileges, can Manage Organization privileges be managed by those specific users with Manage Users privileges.

Managing the Organization

Users with Manage Organization privileges have the ability to change contact and notification settings under Settings -> Manage Organization:

Hierarchical Organizations

Hierarchical structures can be created for organizations with multiple child levels. See how they work in our article on this topic.

Important Notes:

• If you need more than one generic user, for example, for separate Departments, ensure you check the Make username generic box, and add that information to the Person... box, in parenthesis beside the name. E.g., Pat Smith (Physics Department). The new user will look something like uni_physics.