Internal users - how to add and manage users

To add and manage users on your site, you need to select the 'Site' dropdown from the dark grey admin navigation bar across the top of the page and then select 'Settings'.

Global admin navigation with Site menu selected and Settings highlighted.

This will take you to the 'Site settings' section, where you'll see that the page for managing users is the first page you come to.

Site Settings navigation with Users highlighted.

On this page you'll see a list of current users. The list can filtered by department or name to help you find the right profile if you have a long list of users. 

If you're a 'Site Admin' or 'Department Admin' you will also see a link for adding new users.

Manage Users page with Add user link highlighted.

Once you have selected Add User, on the next screen you will see the Add User form to complete:

Add User form
  • You must fill in all the sections of this form including full name, email address and job title.
  • You must assign a user to a department to enable them to build activities. If you select 'No department' that user will be added as an analyst only (see the next section of this article for more details).

Once you complete the form and select 'Add user', you will be taken to the user's profile page with an account summary so you can perform other actions including adding additional contact details or changing their position access level.

Send account setup email so new user can set their password

From the user's profile screen you also trigger an account setup email.

New user added screen with Send account setup email highlighted.

Select the 'Send account setup email' link to be taken to a page to send an automated email to notify them of their login details and invite them to complete setting up their account.

Send account setup email screen with message Send this user an automated email to notify them of their login details and invite them to set up their account.

Account setup email

The account setup email message states:

You have been given an account at 'Citizen Space site name'.

Your login email/username is: user's email address

You will need to set up a password by visiting this link and entering your login email:

Please note: this account setup link will expire in 3 days on [Date], [Time].

After this time you can request a new link at:

In this article you can also view information about:

Adding a user as an Analyst only

Follow the instructions to add a new user as above, but when populating their profile you will need to select 'No department' from the 'Departments' list. This will mean that your new user will only be able to analyse the activities to which they are assigned and cannot create their own activities.

If response publishing is enabled on your Citizen Space site, analysts will also be able to moderate responses for the activities to which they are assigned.

Find out how to assign users as analysts to activities.

Promoting, demoting, suspending and reinstating users

When you set up a new user, their default permission level is 'Individual Admin'. (You can learn about the different types of users and their permissions here.)

To change this, once the user has been registered, you will need to edit their profile. Find their name in the user list, go to their profile and use the Promote and Demote links to change the user's position. 

User Profile page with promote and demote links highlighted.

On each user's profile, you will also find buttons in the top right hand corner to edit their profile (to change any of their details such as name, job title, email address or contact details) or suspend them from using Citizen Space.

User Profile page with suspend and edit profile links highlighted.

Once a user has been suspended, they will no longer be able to log into Citizen Space. In their user profile, the 'Suspend' button will be replaced by a button that you can use to reinstate their account if need be.

Moving users to new departments

When editing a user's profile, it is also possible to change their department. However, it is important to be aware that when a user is moved to a new department, ownership of all their activities will automatically be transferred to the site admin who is editing the user. This is to prevent the URLs of these activities from changing, thereby invalidating any links to the activities' previous URLs that might already be in circulation. Activity URLs always contain their owner's department name, but site admins can own activities in any department, whereas department admins and individual admins can only own activities within their departments. While this will preserve the original URLs of edited users' activities, it will mean that they no longer have access to these activities, unless ownership is transferred back to them following the steps in this article.

If you need to move users, especially multiple users, to a new department, it can be easier to ask your customer success manager to do this for you. Your customer success manager is able to move users and all activities they own to their new department. This will always change the URL of their consultations to reference the new department, and set up automatic redirects from their old consultation URLs to send people to the new ones, so nobody with the old URLs will end up with broken links.