Creating and Managing Users in VZ

Use this when…
Use this article during implementation or onboarding when you need to add administrative users, assign/reset their passwords, and configure permissions in VisualZen (VZ).

Learning Objective

By the end of this article, you will be able to create new admin user records in VZ, assign correct permissions, and apply best practices for managing admin access.

Step-by-Step Instructions

1. Create a New Admin User

1. Go to Control Panel → Users → New.

2. Enter First Name, Last Name, and E-mail.

3. Choose a password option:

   • Enter Password and Retype Password (⚠️ If you manually set a password, do not send it by email. Share it securely, and always check Must Reset Password so the user creates their own password on first login).

   • Or select Generate & Send Password to email a system-generated password.

4. Click Save.

   • Once saved, icons for Permissions, Addresses, and Footprints will appear.

2. Assign Permissions

1. Open the user record and click Permissions.

2. Select permissions that match the role:

   • Resource Permissions – Manage emails, FAQs, instructions, messages, sticky notes, student data, users.

   • Event & Check-In Permissions – Create/manage events, track attendance, send event communications, manage check-in.

   • Student & Imported Student Permissions – Modify student records, delete students, import student files.

   • Reports & Dashboard Permissions – Run reports and access dashboard views.

   • Web Service Permissions – Execute Import/Export Engine; enable Data Extract Engine only if required.

3. Click Save.

3. Clone Permissions (Time Saver)

• In Permissions, choose an existing user from the dropdown list.

• Click the Clone Permissions icon to copy their setup.

4. Use Permission Profiles (Best Practice)

Create “template” user accounts with predefined permissions.

• Example naming convention:

  • Last Name: Department + “Permission Profile 00”

  • First Name: Role label (e.g., “Comms Admin”)

• When adding new staff, simply Clone Permissions from these templates to ensure consistency.

5. Optional: SSO Considerations

If SSO is enabled:

• Enter the correct attribute value in the SSO Username field.

• Confirm with IT or review an existing working admin account.

6. Manage Account State

• Locked – Disable account temporarily.

• Must Reset Password – Require a password reset at next login.

• Delete – Use only after confirming access is no longer needed.

• Addresses – Store admin address information if needed.

• Footprints – Review the user’s activity log.

Check Your Work / Validation

• The new admin can log in successfully.

• Admin sees only the areas they need (log in/out test).

• Permissions align with their intended role.

• Cloned permissions match the template setup.

Common Pitfalls & Tips

• User can’t see features → Verify Permissions and re-login.

• No password email → Confirm email address or set/reset manually (and follow the secure password rule above).

• Import/Export not working → Check Executes Import/Export Engine permissions.