To add new users in Access Maintain, you first need to create them in Access Evo. From there, they can be assigned to multiple applications without needing separate accounts, allowing for a unified login experience.

📌 Note: You need to be a system administrator to send an invite to new users.

Invite a new user to Access Evo

Log in to Access Evo.
Click on the Members button.
Click the green Add button.
Select the option "Using email address".
Enter the email address of the new user or users.
Click Add.

If the user reports that they have not received the invite, check the following:

Confirm that the correct email address has been used for the user account.
Ask the user to check their Spam, Junk, or NoReply folders for the email.

📌 Note: When the invite is sent from Access Evo, the user receives an email with instructions to create their account.

Import multiple users into Access Evo

Access Evo provides a bulk upload feature that makes it easy to create multiple user accounts in one go, instead of adding them individually.

Follow the steps below to bulk upload new users in Access Evo:

Log in to Access Evo.
Click on the Members button.
Next to the Add button, click the Settings Icon.
Select the option "Using email address".
Click Import Members.
Select Download the template and complete it with the details of the users you wish to add.
Once completed, either drag and drop the file into the upload area or browse your computer to select the file.
Click Import to process the file.

⚠️ Warning: Excel templates are highly sensitive to formatting errors. Even a small mistake, such as an extra space or an incomplete field, may result in an error when the file is uploaded.

Resend Access Evo invites

If a user has not received their email invite, you can resend it to ensure it is delivered.

To resend the invite, follow the steps below:

Log in to Access Evo.
Click on the Members button.
On the right of the search bar, click the filter (funnel) icon.
Clear Include active.
Select Include pending.
Search for the user to resend an invite to.
Click Actions.
Click Resend Invite.

Note: If a user does not receive an email, please check with your IT team that [email protected] is whitelisted for the user. Sometimes there may be more than one type of quarantine, and it might help to let your IT team know the recipient's email address and the time at which an email for generated for them.

Assigning a role to a user

After a new user has completed the invitation, you can set them up in Access Evo with the designated role by following the steps below:

In Access Evo, click the Members icon.
Search for and select the user.
Click the 3-dot menu, then click Manage roles.
By the Access Maintain product, select the user type from the list.

📌 Note: Once you've selected the user type, you need to finish the setup from the Access Maintain system.

Set up a Head Office user

To assign a role for a Head Office user in Access Maintain, please follow the steps below:

From the Admin area, go to the User Accounts section.
Click Add/Edit Users.
Click the New accounts tab.
Select the new User.
Unlock the green padlock.
Select the Department and User Group from the dropdown.
Click Save.

Set up a Unit Staff user

To assign a role for a Unit user or a Unit manager, please follow the steps below:

From the Admin area, click Add/edit Unit Users
- If you can't see this option, click Add/Edit users in the In-House panel.
Click on the All Unit Users, and select the New accounts tab.
Select the new User.
Unlock the green padlock.
Select the User Group from the dropdown.
Select the units you want to give access to.
Click Save.

📌 Note: If the newly added user isn't showing in Access Maintain, please try resetting the role to Head Office or Unit Staff as per the instructions in this article.

Assign a unit user to a unit

⚠️ Warning: A unit user will not be able to access or use the system until they are allocated to at least one unit. This ensures they can only see and interact with the relevant site information.

To allocate a unit user to a unit or multiple units, follow these steps:

From the Admin area, click Add/edit Unit Users
Click on the All Unit Users, and select the user that you want to assign.
Unlock the green padlock.
Select the units you want to give access to.
Click Save.

Resolving access permission issues

If you see the message below when trying to open the Access Maintain system via Access Evo, it means your user account permissions are not correctly aligned.

"You do not have permission to access this feature of Access Maintain"

This error usually occurs when your Access Maintain role in Evo is not set correctly. Before raising a support case, an Access Evo administrator can check and update the permissions using the steps below:

In Access Evo, click the Members icon.
Search for and select the user.
Click the 3-dot menu, then click Manage roles.
Ensure that their Access Maintain role is set to Head Office or Unit Staff.
If the correct role is already selected, temporarily change it to No Access.
Click Save.
Return to the employee’s role settings.
Reassign the role back to Unit Staff or Head Office
Click Save.

This refreshes the user’s role permissions and usually resolves the issue. If the problem continues after following these steps, contact Access Support with details of the error and the steps already taken.