About Magentrix Users

What are Magentrix Users?

Users are individuals who access your portal through their user accounts. As an administrator, you create and manage these users to control who can access your portal and what they can do once inside.

User accounts contain login credentials and contact information, but the account alone doesn't grant access to portal components and modules. Access and permissions are controlled by the security role assigned to each user and their user license type.

User License Types

Understanding the three types of user licenses is essential for proper user management:

Employee Users

Who: Internal staff within your organization
Data Access: Full organizational data access without account-based restrictions
Administrative Capabilities: Can be assigned either full Administrator System Role or limited administrator permissions (creating courses, articles, FAQs, etc.) depending on their role needs
CRM Requirements: Do not require associated Account or Contact records
License Limits: Subject to your Employee license allocation

Partner Users

Who: External partners, distributors, resellers, or business partners
Data Access: Can only see data related to their specific Account and associated Contact records
CRM Requirements: Must have both Account and Contact records in your connected CRM (Salesforce, Microsoft Dynamics, or HubSpot) for proper data filtering
License Models: Available as either user-based tiers or account-based licensing (unlimited users per licensed account)

Customer Users

Who: Your customers accessing support, resources, or community features
Data Access: Can only see data related to their specific Account and associated Contact records
CRM Requirements: Must have both Account and Contact records in your connected CRM (Salesforce, Microsoft Dynamics, or HubSpot) for proper data filtering
License Limits: Subject to your Customer User license tier limits

User Management Roles

Full Administrators

Users with the Administrator System Role have complete portal access and management capabilities:

• Read, Create, Edit, and Delete permissions for all components and modules
• Access to portal design, layout, and system settings
• User management and security role assignment capabilities
• Best Practice: Limit the number of users with full Administrator System Role for security

Limited Administrative Users

Employee users can be granted specific administrative permissions without full system access:

• Create and manage courses (LMS module)
• Create and edit articles and FAQs
• Manage specific content areas
• Cannot access system settings or user management functions

User Creation and Activation

Automatic User Creation

For Partner and Customer users with CRM integration:

• Users are automatically created and activated based on Contact record fields in your connected CRM
• System automatically assigns appropriate license type based on configured field values
• Users receive activation emails and can immediately access the portal

Manual User Creation

Administrators can create users individually or in bulk:

• Create users directly within Magentrix administrative interface
• Manually assign appropriate license types and security roles
• Control activation timing and process

User Activation and License Limits

Activation Requirements:

• User accounts must be active for users to log in and access the portal
• Each active user consumes one license from your allocated license pool
• When users are activated, an activation email is automatically sent to their email address with login instructions
• If a user is created as inactive, no activation email is sent. If they are later activated, they must perform a password reset to receive login credentials
• Users cannot be deleted, but they can be deactivated to free up license slots
• Users can be anonymized for privacy compliance - once anonymized, their records can no longer be viewed, the user is deactivated and can no longer login. If the user requires access again, a new user account must be created

License Limit Management:

• When you reach your license limits, the system prevents activating additional users
• You can still create inactive users beyond your license limits for future activation
• To activate additional users, you must either:
  • Deactivate existing users to free up licenses
  • Upgrade your license tier through Magentrix sales

Monitoring License Usage: Track current license consumption through Company Preferences to avoid hitting activation limits unexpectedly.

Security and Permissions

User access is controlled through two mechanisms:

1. License Type: Determines data visibility scope (organizational vs. account-based)
2. Security Role: Defines specific permissions for modules, features, and actions within their data scope

For detailed information about configuring security roles and permissions, see About Security Roles.

Best Practices for User Management

• Plan License Allocation: Monitor license usage regularly to anticipate when you'll need additional licenses
• Test User Access: Create test users in each license type and security role to validate permissions before full deployment
• Limit Administrator Access: Only assign full Administrator System Role to users who need complete system access
• Use CRM Integration: Leverage automatic user creation for Partner and Customer users to reduce manual management overhead
• Regular Cleanup: Periodically review and deactivate unused accounts to optimize license usage

Tutorial video for managing users:

See also:

• About Security Roles

Magentrix Users Checklist >>