Manage users

On the Users menu, under Users, click Users.

To more easily view data in the list, do one or more of the following:

• To sort the content of a column in alphabetical or chronological order, click the column header. (Click the header again to reverse the sort order.)
• To change the width of a column, move the pointer over the edge of the column and when the re-size icon appears, click and drag the column to the desired size.
• To rearrange the columns, click and drag a column header to a new location on the table.
• If the list contains more entries or columns than can be displayed on your screen, scroll horizontally or vertically. The system automatically loads more data as you scroll down the page.
• To include or exclude columns, click the Columns drop-down menu and select or clear the columns that are included. When you've hidden a column and want to see it again, it is added as the last column of the table.

The Users list includes the following columns:

You can search for users that contain the search term in one of their user details fields:

• First name
• Last name
• Username
• Web login
• Email address
• SMS
• Phone number

Start typing in the search bar (a minimum of two characters is required). xMatters automatically updates the list to display items that contain (partially match) the search term, and highlights the portion of each item that matches the specified criteria. If you search multiple terms, xMatters returns users that match all of the terms.

To clear your search, click the 'x' in the right corner of the search bar.

When a user appears in the search list without any highlighted characters, xMatters found a match in one or more of the user's details that are not visible in the table, like their web login, email address, SMS, or phone number. In the example above, Melissa Campbell's email address malicampbell@example.com contains the search term.

The available filters allow you to narrow the users list based on matching specific criteria. For example, you can use filters to locate all the users that you supervise, or those that have account configuration issues (such as being inactive, unsupervised, or having problems with their device configuration).

You can apply one or more filters to narrow down the list of users. If you apply multiple filters, xMatters only returns users that match all of the specified filter criteria. For detailed instructions on how to use filters, see Filtering data tables.

The following table describes the available filters on the Users page and their values:

xMatters includes a User Upload feature to perform bulk uploads or updates of user information using a template spreadsheet.

To upload users in bulk:

1. On the Users page, click Import in the top right corner of the users list.
2. From the drop-down menu, select one of the following:
   1. Select Create Upload to upload a spreadsheet of users.
   2. Select View Uploads to view the status of your upload jobs in the User Upload report.

For a copy of the template spreadsheet you can use to upload and update users, and for step-by-step instructions, see User Upload.

Groups allow you to schedule when users are on duty, the order they are notified, and how long to wait for them to respond. You can add users to a group directly from the Users page or the New Users screen that's displayed after you add new users. You have the option to add users to a new or existing group.

To add users to a new group:

1. On the New Users screen or the Users page, select the users you want to add to a group.
2. From the task bar that appears at the top of the list, click Add to Group.
3. On the New Group tab, type a Name for the group and add an optional Description.
4. Click Create.
   1. The users are added to a new default shift that is always active (24 hours a day, seven days a week). To get started creating new shifts or otherwise modifying the group, see Schedule shifts.

To add users to an existing group:

1. On the New Users screen or the Users page, select the users you want to add to a group.
2. From the task bar that appears at the top of the list, click Add to Group.

3. Click the Existing Group tab.
4. Use the Group drop-down to see the list of existing groups, or start typing the name of the group then select it from the list.
   • If the group has existing shifts, you can use the Shift drop-down to select a shift to add the users to. If it doesn't have existing shifts, the group's name appears in the Shifts field as the default (which you can edit).
5. Click Add to Group.

For more information on managing groups, viewing a group's calendar, and configuring a group's roster, see Manage on-call schedules.

Once you've added users, you can send them an email to let them know about their new xMatters account. You can send a default message that's pre-populated with their account details and basic information about xMatters, or you can customize the message to make it sound like it's coming directly from your company, rather than xMatters.

To send a welcome message:

1. On the New Users screen or the Users page, select the users you want to send a welcome message to.
2. From the task bar that appears at the top of the list, click the Welcome Message drop-down and select one of the following:
   • Send Default Message: Send a generic email containing the users' account details and basic information about xMatters. For more information, see Send the default message.
   • Customize Message: Customize the subject, body, and signature of the default message so it sounds like the message is coming from your company, rather than xMatters. For more information, see Send a custom message.

1. On the Users page, click the name of a user to modify their details.
   • You can only click the names of users for which you have the "View Person" permission.
2. Set or edit the user's details as required.
3. When you are finished making changes, click Save Changes.

Delete Users

You can permanently remove users and their information from the system by deleting them. When you delete a user, they will be removed from any groups which they are a member, and their devices, details, temporary replacement assignments, and login information will be removed. Any scheduled messages and Communication Center dashboards they own will also be deleted from xMatters.

To delete a user:

1. On the Users page, use the search bar or filters to find the user you want to delete.
2. Select the check box beside the user’s name, and then click Delete.

You cannot delete a user if they have active notifications, if they are the only supervisor of a group, or if they own subscriptions. In these cases, to delete them you must first terminate or wait for their active notifications to end, assign another supervisor to any groups where they are the only supervisor, and delete or change the owner of their subscriptions.

You may also need to delete the user from an external database, if you synchronize user data from an external system with xMatters. This will prevent the user from being added back into xMatters during a data synchronization process.

Deactivate Users

You can also deactivate users in xMatters to prevent them from being able to log in or receive notifications. This enables you to quickly disable an account without deleting it. Inactive users count against licensing limitations. For more information about product licensing, contact xMatters sales.

To deactivate a user:

1. On the Users page, find the user that you want to deactivate, and click on their name.
2. On the sidebar of the user's profile, click the toggle to make the user active or inactive.

Inactive users and their devices may appear grayed-out and struck through in different areas of the web user interface.

You can use the Export Users feature to generate a comma-delimited list of all users in the system (or a specific sub-set of users) to analyze the data in an external tool, or to import the data into another xMatters deployment. This feature generates a CSV file in the format supported by the User Upload feature. Some device information is only available to company supervisors. If you see "(privileged)" beside a device name and asterisks instead of a phone number, email address, or country name it means you don't have permission to view or edit that information. For more information, see Device Management

To export user details:

1. In the Users menu, click Users.
2. Use the available filters, options, and search tools to refine the list to show the users you want to export.
   1. The selection check boxes for individual users do not affect the Export feature; they are used only to select users for deletion.
3. To export the currently displayed list of users, click Export.
   1. xMatters creates a file named User Export <date/time>.csv, where <date/time> is a timestamp of when the file was created.

The following table provides information about the fields included in the user export file. For more information on formatting this file to upload users, see Modify the upload template file.

To properly display names with special characters, such as accents and umlauts, in an external spreadsheet program, you may need to manually select UTF-8 encoding as the file origin when importing the CSV file.