Draft Admin Tools – VIVE Support

In this guide you will learn Admin Tools

Accessing Admin Tools
Viewing Users
Creating a New User (Step by Step Guide)
Editing a User
Editing Basic Information (Step by Step)
Editing User Roles with Program Associations (Step by Step)
Inactivating a User from a Program Association

IMPORTANT: A “User” is different from a “Client”. Users typically work at a provider and have access to VIVÉ to enter information.

Accessing Admin Tools

The core function of Administrative Tools is managing users. This is where users are viewed, created, and edited.

Step 1: Accessing the Admin Tools Menu

From Top Menu, click Admin Tools.

The User Management tab will be displayed by default. This page lists all the users within your program.

Screenshot of the default User Management dashboard displaying the "Program Users" tab with a list of user accounts highlighted in a large red box.

Viewing Users

There are two types of users within VIVÉ, which can be viewed by clicking either the Program Users or All Users links:

Program Users: Users who are associated with your program.
All Users: Users not in your program. This allows you to find a user that you would like to associate with your program.

Searching for Users

There is a search box on the User Management page. Enter either a part of or a complete user name to retrieve a list matching your search criteria.

Screenshot of the User Management interface with the search input text box and the blue "New User" button highlighted together inside a red box.

Clicking on a user’s name link displays the user’s details, including what programs they are associated with.

Creating a New User (Step by Step Guide)

Below is a step-by-step explanation of how to create a new user in the User Management Tab.

Step 1: Click on Admin Tools

Step 2: Select New User

From the User Management list view, select the New User button.

Screenshot of the VIVÉ top navigation menu showing the "Admin Tools" tab highlighted within a red box.

Step 3: Fill in Required Fields

From the New User pop-up, enter the required fields, such as Name, Phone #, Email, and User Role. The proceeding red asterisk (*) indicates that they are required.

Screenshot of the User Management view with a red box highlighting the clickable blue "New User" button on the right side.

NOTE: The Email Address must be the same one associated with their NYC.ID. Email address will be used as a username and must be a registered NYC.ID to be able to login.

User Role Options:

Program Admin: Has the ability to manage users of associated programs.
Program Read-Only: Can view but not make any edits to select programs.
Program Staff: The primary users of the system.
Program Supervisor: The people responsible for approving and finalizing staff activities. For example, Program Supervisors approve, reject, or close a client’s enrollment into a program.

Step 4: Associate with Programs

Once the user’s information is saved, the user details page appears to associate the user with their program(s). There is no limit to the number of programs a user can be associated with.

Screenshot of the "New User" creation pop-up window with the "User Role" drop-down menu expanded, displaying selectable options: Program Admin, Program Read-Only, Program Staff, and Program Supervisor.

Editing a User

There are two primary edits to a user’s details: basic information and user roles with program associations.

Editing Basic Information (Step by Step)

Step 1:

From the Top Menu, click on Admin Tools.

Step 2:

From the User Management list view, click the user’s name link.

Screenshot of the user accounts table with a red box highlighting a user's clickable first name link in the list.

Step 3:

From the user details page, edit information within any field. Select Save when finished.

Editing User Roles with Program Associations (Step by Step)

A user can have different roles with their different program associations. For example, a user can be associated with a NORC as a Program Admin and with an OAC as Program Staff.

Step 1:

From the Top Menu, click on Admin Tools.

Step 2:

From the User Management list view, click the user’s name link.

Step 3:

From the user details page, select the Edit button to manage program association details.

Step 4:

Within the User Association pop-up, change either User Role or Status to establish the user’s role for that particular program. Select Save when finished.

Screenshot of the "User Association" pop-up window showing an active selection row for modifying the designated User Role within a red highlighted box.

Inactivating a User from a Program Association

While users are never deleted from the system, they are inactivated from a program. In this way, they can be reactivated with another program later.

Step 1:

From the Top Menu, click on Admin Tools

Step 2:

From the User Management list view, click the user’s name link.

Step 3:

From the user details page, select the Edit button to manage program association details.

Step 4:

Select the Status drop-down to change the user’s status to ‘Inactive’. Then select Save.

Access Assistance with VIVÉ and the VIVÉ Knowledge Base

VIVÉ Knowledge Base contains reference guides, short videos, and recorded trainings.
If you have any questions, please contact the VIVÉ Application Support Center by submitting a ticket through the Ticketing Module under Program Tools.