How to Add a New User

Admin users

Users represent the staff and admin accounts that log into SETWorks itself — separate from Individual records. Each user's assigned Organizations, Departments, and Roles control what they can see and do inside the system, including access to Individuals, Activity Records, and billing data. Setting these correctly at creation keeps access aligned with job function and supports audit readiness around who can view or modify protected records.

Note: SETWorks does not send an automatic welcome email when a user is created. The admin who adds the user is responsible for communicating their login credentials.

ℹ️ Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

Confirm which Organization(s), Department(s), and Role(s) the new user needs before you begin — you'll assign all three during setup.

1. Navigate to User Maintenance.
   Go to Settings, then click the User Maintenance tab.
2. Click Add New User.
   The Add User window opens.
3. Enter the user's name and status.
   Fill in First Name and Last Name (Middle Name is optional). Leave Status as Active, or set it to Inactive if the account shouldn't have access yet.
4. Enter the email and a temporary password.
   Enter the user's Email and a temporary Password. Share this password with the user directly, since SETWorks won't email it for you.
5. Assign Organizations and set the Default Organization.
   Select one or more Organizations the user should have access to, then choose a Default Organization — the one that loads by default when they log in. This must be one of the Organizations already selected.
6. Assign Roles.
   Check one or more Roles (for example, Staff, Case Manager, Manager, Admin, Auditor, or a Portal User variant) to define the user's permission level.
7. Assign Departments and set the Default Department.
   (If applicable) Select the relevant Departments, then choose a Default Department to load by default.
8. Save the new user.
   Click Save. The user now appears in the User Maintenance list.

Will the new user get an email to set up their account?
No. SETWorks does not send an automated invite or welcome email. The admin who creates the account needs to pass along the login email and temporary password directly.

What's the difference between Organizations and Default Organization?
Organizations is the full list of organizations the user can access; Default Organization is which one loads automatically at login. The default must be chosen from among the selected Organizations.

Can a user have more than one Role?
Yes. Roles are multi-select, so a user can hold several roles at once (for example, Case Manager and Manager) if their job spans functions.

Can I change a user's Roles or Departments after they're created?
Yes. From the User Maintenance list, use the Actions menu next to a user to open Edit Roles or Edit Departments.

How do I deactivate a user instead of deleting them?
Set their Status to Inactive rather than removing the account, so their history and record stay intact.