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Summary

The Users screen in the RAY admin portal lists the people who use the organization’s RAY app: tenants, residents, employees, members and their dependents. An admin uses it to add a user, choose what kind of access the user has, correct a user’s name, email or phone number, activate or deactivate a user, delete a user, and import tenants or dependents in bulk from a spreadsheet. Clicking a user opens the user’s detail page, whose tabs are described in User detail tabs.

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Where to find the Users screen

  • Menu: Directory → Users (Arabic: الدليل ← المستخدمين)
  • Clicking a user in the list opens the user’s detail page.
  • Import Tenants, Import Dependents and Export are in the ⋮ (more) menu at the top of the Users list.

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Who can access the Users screen

The Users menu entry is shown only to users with an Admin role that includes the user management feature. The same feature also shows Directory → Groups. See Roles and permissions.

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Users list columns

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User access levels

When an admin adds a user, the Access Level decides what the user can do. The access level is chosen only when the user is created; it cannot be changed afterwards from the Users screen. Specific Role Only and its Role field are shown only to admins whose role also includes the administration feature (the feature that shows Administration → Roles & Permissions).

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User fields in the Add User dialog

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How to add a user

  1. Open Directory → Users.
  2. Click Add.
  3. Choose the Access Level. For Specific Role Only, also choose the Role.
  4. Enter the First Name and Last Name.
  5. If Main Login Method is shown, choose Email or Phone.
  6. Enter the Email or Phone Number needed for that login method.
  7. Click Save.
The portal opens the new user’s detail page, where the photo, identity details and tabs can be filled in.

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How to edit a user

A user can be edited from the Users list or from the user’s detail page.
  1. Open Directory → Users.
  2. Either click Edit in the user’s row, or click the user and edit the fields directly on the user’s detail page.
  3. Change the First Name, Last Name, Email or Phone Number.
  4. Click Save.
The email or phone number that the user signs in with is locked and cannot be edited. The other one can be changed or cleared.

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How to activate or deactivate a user

  1. Open Directory → Users.
  2. In the user’s Status column, click the status tag (Activated or Deactivated).
  3. Choose Deactivate or Activate.
The same action is available from the status tag at the top of the user’s detail page. A deactivated user stays in the list with the status Deactivated and can be activated again.

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How to delete a user

  1. Open Directory → Users.
  2. Click Delete in the user’s row, or open the user and click Delete at the top of the user’s detail page.
  3. Confirm the deletion.
When the user is a primary user with dependents, the confirmation says: “Deleting this user will not remove their dependents. Dependents will remain linked to a deleted user.”

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How to import tenants

Import Tenants creates users together with their buildings and units from a spreadsheet.
  1. Open Directory → Users.
  2. Open the ⋮ menu and choose Import Tenants.
  3. Download the Import Tenants Template, fill it in, and upload it.
The portal notes: “The import might take some time. After it is completed, all buildings, units, and tenants will be added.”

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How to import dependents

Import Dependents links dependents (family members, staff and others) to primary users in bulk.
  1. Open Directory → Users.
  2. Open the ⋮ menu and choose Import Dependents.
  3. Download the Dependents Importer Template and fill it in, following the instructions in the dialog:
    • If the organization uses phone login, set the Login Method options to Phone and None, then hide the Email column.
    • If the organization uses email login, set the Login Method options to Email and None, then hide the Phone Number column.
    • Use None for users who should be created as records only, without login access.
  4. Upload the file.
The dependents are added once the import is complete.

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User detail page fields

The user’s detail page shows the user’s name as its title, the Activated / Deactivated status, a Delete button and a photo, followed by these fields: Below the fields are the user’s tabs: Units, Companies, Groups, Dependencies, Vehicles, Pets, Assigned Roles, Devices and Custom Profile Fields. Some tabs appear only when the admin’s role includes the matching feature. See User detail tabs.

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Common questions about Users

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Why can’t I see the Users menu?

The Users menu is hidden when none of your roles is an Admin role with the user management feature. Ask an administrator with access to Administration → Roles & Permissions to add that feature to your role. If you manage several locations, also check the location selected in the portal header.

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Why can’t I edit a user’s email address?

The email is locked when it is the user’s login. The same applies to the phone number when the user signs in by phone. Only the other contact detail can be changed.

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How do I stop a user from signing in without deleting them?

Deactivate the user: click Activated in the user’s Status column and choose Deactivate. The user can be activated again later.

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What is a Record Only user?

A Record Only user is “A user data record without access to the app”: a person the organization needs on file, for example a household worker, who never signs in. Record Only users have no login method.

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Can I change a user’s access level after creating them?

No. The Access Level is chosen only in the Add dialog. To give an existing user portal access, assign a role in the user’s Assigned Roles tab.