Euna Grants Fundamentals: Core Concept: Staff and Users

26 STEPS

1. Welcome to the Euna Grants Core Concept video focused on the Master data components of Staff and Users.

2. Master data is the starting point for building a robust grants management system within Euna Grants. This data will be critical in setting up your funds, opportunities, budget templates, and scoring workflow responsibilities.

3. During this video we will focus on the process for manually entering staff and users. Import options are reviewed in another support video. We recommend entering a few of each master data type manually to familiarize yourself with Euna Grants.

4. Let’s compare the two master data components. This reference chart shows key differences between Staff and Users. Notably, Staff can be assigned responsibility but cannot log into Euna Grants. Anyone needing log in access should be set up as a User.

5. Let's focus on Staff. Staff are people at your organization who may handle tasks or workflows outside Euna Grants. Required fields include: first name, last name, and email. You can also add an address, phone number, and unique ID to Staff records.

6. Staff records are important in the Euna Grants system as they can be linked to organizations or individuals to track relationships. Staff can receive emails from Euna Grants. And finally, Staff can be converted into Euna Grants Users.

7. Now, let's talk about Users. Users are staff who can log into Euna Grants. Required fields include: first name, last name, and email. You can also add details like address, phone number, and unique ID to user records for more complete information.

8. Similar to Staff, Users can be assigned tasks, budgets, and performance items. They have security roles that control data access and can be assigned as opportunity managers. Creating a User also creates a Staff record for that person automatically.

9. Once a user is created, they must be invited by an Administrator- individually or in bulk. Their username is the email on the staff record, so accuracy matters. Users set passwords via email invite links, which expire in 72 hours but can be resent.

10. Now that we are familiar with the concepts of Staff and Users, let’s jump into Euna Grants and create each one. Upon logging into Euna Grants you will land on the homepage. On the left navigation menu, select Contacts then Staff.

11. When you click on Staff you would land on a list of any Staff records in the system. To add a Staff record, click on the plus icon in the top right icon toolbar.

12. You are now on the staff record entry page. To create a staff record, you must enter a First Name, a Last Name, and an Email Address. You will note that the Track Time field is also required and is defaulted to Monthly.

13. If you would like, you can enter other information about your Staff member. Here I’ve added Harry Smith and his email. Then I click the Create button at the bottom of the screen to create my Staff record.

14. After selecting the Create button, I see the Staff record details page. If you need to edit your Staff record, click on the pencil icon in the top right icon tool bar. Congratulations! You’ve just added your first Staff member to Euna Grants!

15. Next, I’ll create a User. You can create one from scratch or convert a Staff record. Today we’ll start from scratch; a separate support video covers conversion. To access Users, click Administration in the left navigation menu.

16. Then click on the caret next to System Security and select Users.

17. You will land on a list of all of the User records within the system. To add a User record, click on the plus icon in the top right icon toolbar.

18. The User entry screen differs from the Staff screen. At the top, you can subscribe the User to daily or weekly emails, which send upcoming tasks and required actions. Select any that make sense for the User.

19. In this section, you can also designate any Departments the user should be assigned to. You can assign more than one, if needed.

20. In the Security section, you can select the level of access throughout Euna Grants that the User should have. Note that when a Security option is selected, additional levels of access can be defined for that option.

21. In the Advanced Restrictions area, you can select the checkbox next to any items the user should not be able to access, regardless of the security level. For example, you may want to exclude the User from having access to Salary information.

22. As you scroll down, enter information in the required fields: including the User’s First Name, Last Name, and Email Address.

23. Enter any additional information about your User that you’d like stored on the record and click the Create button at the bottom of the screen.

24. Congratulations! You’ve just created a user! Please note that this new user has not yet been invited to Euna Grants. To invite a user to Euna Grants, click the mail icon in the top right corner. This will send an email invitation to log in.

25. From the Users page, you can send an invitation by clicking the mail icon next to the Users name. As an organizational admin, you can see all created Users, if they have been invited to Euna Grants, and if they have logged in, all from this screen.

26. Through this video, you’ve learned how to enter staff and users. For additional instructional documentation, please visit our support site. Thank you!