FAQs

Administration User Guide
Administration Setup & Checklist

How do I add a user?

• • Select Manage Users from the User Management menu
  • You can Upload users from a CSV file, or use the Fillout User Form
  • Enter First name, Enter Last name, Select the user’s Role. Roles must be defined in Account Management -> Roles, Enter user’s Position – typically Teacher, Administrator, Police, Fire or EMT, Enter user’s Email – this is required
  • All other fields are not mandatory

• Click here for more detailed information.

• Click here for more information about uploading a CSV file.

How do I edit a User?

• Select Manage Users from the User Management menu
• Click the User’s Name
• Make the edits
• Click Save Changes

How do I delete a User?

• • Select Manage Users from the User Management menu
  • Click the checkbox for the user(s) to be deleted
  • Click Delete User(s) button at the top

• NOTE: Rather than deleting a user, you can make a user Inactive. An Inactive user will not receive any alerts or messages and will not count towards the total number of Active Users in your account

How do I manage User(s)?

• Select Manage Users from the User Management menu
• Select a User or group of Users via the checkbox
• At the top of the page, there are various options to select from

How do I create a Role?

• Select Roles from the Account Management menu
• There will be some pre-defined Roles, including Administrator
• If an Administrator role has not already been created, then click + Add Role
• Enter the Role Name and a description of the role
• In the Nightlock Functionality section, if adding an Administrator role, activate all the options
• In the Home Screen Functionality section, if adding an Administrator role, activate all the options
• For any other type of Role, select which options should be available for each Role created
• Click Save button
• Click here for more information about Roles.

How do I edit a Role?

• • Select Roles from the Account Management menu
  • Click on the Role to edit
  • Click on the pencil icon to the right of the Role Name
  • Make the edits
  • Click Save button
  • Click here for more information about editing a Role.

How do I delete a Role?

• • Select Roles from the Account Management menu
  • Before a Role can be deleted, all current Members must be set with a different Role
  • Click on each Member and change the Role, or, if many Members:
  • Read How do I Manage Users?

• Finish by clicking the Trash icon to delete the Role

How do I create a Group?

• • Select Groups from the Account Management menu
  • There will be some pre-loaded Groups

• Groups determine which alerts a user gets and which protocols they can see.

• Click + Add Group

• • Enter Group Name and description
  • Activate Bridge Call if you want to be able to make a conference call to all members of the group
  • Click Save button
  • Click here for more information about Groups.

How do I edit a Group?

• • Select Groups from the Account Management menu
  • Click on the Group to edit
  • Click on the pencil icon to the right of the Group Name
  • Make the edits
  • Click Save button
  • Click here for more information about editing a Group.

How do I delete a Group?

• • Select Group from the Account Management menu
  • Before a Group can be deleted, all current Members must be removed from the Group
  • Click the checkbox for each Member, then click Remove

• Finish by clicking the Trash icon to delete the Group

How do I add a Protocol?

• • Select Protocols from the Communications menu
  • There will be some pre-defined Core Protocols that can’t be edited or deleted

• Click + Add Protocol

• • Enter Protocol Title

• Enter Protocol Content

• Add a Video, if available
• Click Next
• Select which Group(s) will have access to the Protocol
• Enter a descriptive Notification Title,  for example Safety Alert – Lockdown
• Enter Notification Body
• Click Save
• Click here for more information about adding a Protocol.

How do I edit a Protocol?

• Select Protocols from the Communications menu
• Click on the Protocol Name
• Make the edits
• Click Save

How do I delete a Protocol?

• Select Protocols from the Communications menu
• Make the Protocol’s status Inactive 
• Finish by clicking the Trash icon to delete the Protocol

How do I add an Alert?

• • Select Alerts from the Communications menu
  • There will be some pre-defined Alerts that can’t be deleted

• Click + Add Alert

• • Enter Alert Name

• Enter Alert Description

• Enter the Alert Title
• From the Associated Protocol list, select an appropriate Protocol. This is not a requirement
• In the Alert Recipients section, select one or more Groups that will receive the alert
• In the User Details Recipients, select one or more Groups that will receive the location and the details of the user who triggered this alert
• The Alert Permissions section lets you assign with Role(s) that will have access to the Alert button on the Home Screen
• Click Save
• Click here for more information about adding an Alert.

How do I edit an Alert?

• Select Alerts from the Communications menu
• Click on the Alert Name
• Make the edits
• Click Save

How do I delete an Alert?

• Select Alerts from the Communications menu
• Click the Trash icon to delete the desired Alert

How do I create a Form?

• • Click Forms in the menu and then Create Form
  • Enter Form Name
  • Enter Form Type – either a Web or App form
  • Enter Form Purpose
  • Enter Form Instructions – not required
  • Decide if you want to Associate a Protocol to this form – not required
  • In the Form User Limit section, check the box if only a limited number of responses are accepted 
  • Add Maximum Limit of responses if using the Form User Limit, and add a custom message when limit is exceeded – not required

• Click Next to continue

• Click the Add New Question to create the first question
• Enter the Question Name and the use the drop-down list to select the desired data type
• Keep adding Questions until done, you can always go back and edit the form later.
• Click Next to continue

• • In the Availability section, set the Start and End time for the Form, or set as Always Available
  • In the Form Blackout Dates section, you can set Blackout Dates when no submissions are accepted
  • In the Frequency section you can schedule the recurrence of the form
  • Click Next to continue
  • You must select at least one Group or a User that will be notified whenever a submitted Form has failed a criteria
  • Select to get Email Notification and/or Text Notification
  • Assign Edit Access to the Form responses by Group(s) and/or by User(s)
  • Assign View Access to the Form responses by Group(s) and/or by User(s)
  • Finish creating the From by clicking the Save button
  • Click here for more information about creating a Form.

How do I upload users from a CSV file?

• Click here to get an import template to use to ensure proper upload
• Make sure that Groups and Roles are entered exactly as they are in the app. Upper and lower case letters are important
• Nightlock can assist you in importing users. Call or email for a quotation

A user hasn’t received the Invitation Email to join and register

• Ask the user to check Spam, Social and Promotion folder for the email
• Check the user’s email address in the User Management menu to ensure the email address is correct
• In Manage Users in the User Management section, click the checkbox for the user or users who have not received the invitation email.
• Click Send Batch Invite

A user doesn’t hear or receive an alert sound

• Make sure all the mobile phone settings are correct – click here for instructions for Apple iPhone and click here for instructions for Android phones