User Maintenance in iVendNext - Password Changes, Email Updates and Disabling Users
Overview
Regular user maintenance ensures security, accuracy, and compliance in iVendNext. This guide covers three critical tasks:
🔐 Changing user passwords (self-service & admin-forced)
📧 Updating email addresses (for logins & notifications)
🚫 Disabling inactive users (e.g., departed employees)
Section 1: Changing User Passwords
A. Self-Service Password Change
Users can reset their own passwords:
Go to User Profile → Settings → Change Password.
Enter:
Current password
New password (system shows strength indicator)
Confirmation
Click Save.
Note: Admins can enforce password complexity rules (e.g., minimum length, special characters).
B. Admin-Forced Password Reset
System Managers can reset passwords for others:
Open User List → Select User → Settings → Change Password.
Enter new password and check:
"Logout from all devices after change" (terminates active sessions).
Optionally, "Send password update notification" via email.
Tip: Use this for suspected breaches or employee offboarding.Section 2: Updating User Email Addresses
Steps to Modify an Email ID
Navigate to User List → Open User Profile.
Click Menu → Rename.
Enter the new email address (must be unique).
Save changes.
Impact:
The email becomes the new login ID.
Existing permissions/roles remain unchanged.
Bulk Email Updates
For multiple users:
Use Bulk Edit (select users → Actions → Bulk Update).
Map the "Email" field to new values via CSV upload.
Section 3: Disabling and Re-Enabling Users
Disabling a User (e.g., Departing Employee)
Go to User List → Select User.
Uncheck "Enabled" checkbox.
Save.
Effects:
Users cannot log in.
Their data remains intact (e.g., created documents, history).
Re-Enabling a User
Re-check "Enabled" in their profile.
The user regains access with original permissions.
Best Practice:
Disable immediately upon employee exit.
Audit disabled accounts quarterly for cleanup.
Troubleshooting Common Issues
Here’s a quick look at some common issues you might run into.
Automation & Security Tips
✔ Schedule password expirations (e.g., every 90 days).
✔ Enable Two-Factor Authentication (2FA) for sensitive roles.
✔ Log all changes (Audit Trail tracks who modified users).
Related Articles
Disabling Rounded Total in Sales Transactions
Overview Rounded Totals in iVendNext simplify reports by adjusting Grand Totals to whole numbers. If you prefer exact figures, this article shows how to hide Rounded Totals from print formats. Key Considerations Before Disabling Rounded Total Feature ...Disabling Unwanted Features (e.g., Signup)
Overview iVendNext comes with powerful features enabled by default – but not all may be relevant for your business. This article shows you how to disable specific functions, including the customer/supplier signup portal, to streamline your system and ...Creating New Users
Overview In iVendNext, admins create and manage users to control access for staff and partners. This guide provides step-by-step instructions for adding new users. By the end of this article, you’ll understand: How to navigate to the User Creation ...Creating and Managing Users
Overview This guide provides a step-by-step approach to setting up and managing users in iVendNext. Requesting an Account Before creating users, you need an iVendNext administrator account. Follow these steps: Contact the Onboarding Team: Reach out ...Advanced User Settings and Security Features
Overview iVendNext provides advanced security features to safeguard data and block unauthorized access. This article covers: ? Two-Factor Authentication (2FA) ? IP & Time-Based Login Restrictions ⚙️ API Access & Security Keys ? Audit Logs for User ...