MSPbots User Management

How to add a new user to User Management 

1. Log in to MSPbots as an admin.
   
2. Go to Settings > User Management. 
   
   
   
   
3. In the User Management screen, click the New User button. 
   
   
   
   
4. When the Add window opens, enter the following information for the new user:
   
   • User Name
   • Email
   • First Name
   • Last Name
   • Display Name
   • Password - The initial password cannot be modified. If you need to change the user's password, add the new user first then reset the password using the instructions for resetting the password.
   • Mobile
   • Business Phones
   • JOB INFORMATION
     • Manager - For information on setting up the Manager role, refer to the article How to Set Up Manager and Job Title Info for Employees. 
     • Department
   • ACCOUNT INFORMATION
     • Role Config - Select the role that will be assigned to the user by selecting an option from the dropdown list. 
     • Status - Disabling the Status switch will suspend the user's account. The user cannot log in to the MSPbots app anymore. 
     • Message - Disabling the Message switch will stop the messages sent to MS Teams. The user will no longer receive messages from MSPbots.
     • Home Channel
     • Home Page
   • THIRD-PARTY PLATFORM MAPPING
     • CW User Mapping
     • Teams User Mapping
     • TSheets User Mapping
     • Time Doctor User Mapping
     • Kaseya BMS User Mapping
     • Jira User Mapping
     • Halo User Mapping 
       
       
       
       
5. Click Confirm when done. 
   

How to modify individual user settings 

Editing user configuration 

1. In the User Management window, click the Edit icon in the row where the user is located. 
   
   
   
   
2. Update or modify the user's information in the Edit window and click Confirm.
   
   
   
   

Deleting individual users 

1. Click the Delete icon in the row where the user is located.
   
   
   
   
2. Click Confirm.
   
   
   
   

Resetting the password for the user 

1. Click the Reset Password icon in the row where the user is located.
   
   
   
   
2. Enter the New password and type it again in the Confirm password field.
   
   
   
   
3. Click Confirm. 

Stop receiving MSPbots messages 

Configure MSPbots to stop sending messages to the user by disabling the Message Switch. The user will no longer receive messages from MSPbots once this switch is turned OFF. 

Sync MS Teams users manually or map users automatically 

Before synchronizing Teams users, ensure the MS Teams Integration is connected successfully. See MS Teams Integration Setup.
To manually sync MS Teams users or automatically map users, hover over the dropdown button beside the New User button and select Sync Teams User or Auto Map Users.

Selecting the Sync Teams User button displays the Initial Role popup window where you can specify the default role assigned to newly synchronized users to give them the appropriate access levels to join the the MSPbots system. For more information, refer to the How to set the Initial Role section in the Role Management in MSPbots article. 

Once the settings are complete, click Confirm to save your settings. The expected sync duration is 10 minutes, but it may take longer due to server influences.

How to configure multiple users 

Disable users 

1. In the User Management window, select the users.
2. Click Disable.
   
   
   
   
3. Click Confirm.
   
   
   
   

Disable Non-ConnectWise Users/Disable Non-Autotask Users  

1. Select the users who do not have ConnectWise or Autotask accounts. 
2. Click the dropdown button  beside the Disable button. 
   
   
   
   
3. Select Disable Non-ConnectWise Users or Disable Non-Autotask Users.
4. Click Confirm. 
   
   

Setting user roles

1. Select the users. 
2. Click Set Role. 
   
   
   
   
3. Click the Role dropdown field and select one or more roles from the menu.
   
   
   
   
   If you have previously set roles for certain users, modifying their roles with this feature will replace their existing roles. 
4. Click OK. 
   

Adjusting roles and licenses 

Switching roles or removing an existing role will remove assigned licenses. To ensure you are adding, removing, or switching to the correct role or roles, a confirmation message appears with a list of affected licenses and asks you to confirm the action you are about to take. 

For example, assigning the Next Ticket Only role to User A with a Bundle User license will also remove the Attendance and Bot licenses but keep the Next Ticket license. The following message will appear: 

Click Confirm to proceed with the listed affected licenses. If you do not wish to change the current license assignments, click Cancel.

Enable or activate users 

1. Select the users. 
2. Click Enable. 
   
   
   
   
3. Click Confirm. 
   
   
   

Deleting users 

1. Select the users.
2. Click Delete. 
   
   
   
   
3. Click Confirm.
   
   
   
   

How to export user information

1. In User Management, go to Account Status and select the status you want to include in the report.
   
   
   
   
2. Click the format for exporting the user information. You can export using Excel, PDF, or CSV format.
   
   
   
   

User license and status

The User Management section makes essential user information available on one page, eliminating the need to switch to other sections and cross-reference. The License column indicates all the app and bot licenses assigned to each MSPbots user according to his plan or bundle. The Status column also shows the user's status in the MSPbots system at a glance. 

Why is a user's status automatically disabled? How is this resolved?

The MSPbots mapping regularly matches users in MS Teams with those in the ConnectWise or Autotask integration. This is automatically done when the user successfully integrates MSPbots with Connectwise or Autotask and MSPbots synchronizes the users' information.

• If mapping fails, the Teams user will be automatically disabled.
• If mapping is successful, the Teams user will be enabled.

The fields used for matching include the email of the Teams user and the email of the user from ConnectWise or Autotask integration.

How do you prevent the user's status from being automatically disabled?

Enabling the user's status prevents MSPbots from automatically disabling the user.