User Management

User and their rights

A user can be added by clicking the button.

The Add a new user page includes several fields:

A: E-mail	Email address of the new user. The new user automatically receives a confirmation email for their access to ArcheoBase as soon as the Save button is activated. They will be asked to complete their profile with their first and last name and a password.
B: Language	Language of the new user. This choice defines the language used for the invitation email to ArcheoBase and for all received notifications. The user can later reconfigure their preferred language if needed.
C: Temporary worker	If checked, the new user will be considered temporary, and billing will automatically be done by day of connection.
D: Rights applying to all interventions	Since the form structure is the same for all interventions, the Form management right has global scope and cannot be limited to a specific intervention. The Create archaeological sites / interventions right also attributes the read, entry and administration rights to creator of the site or intervention.
E: Rights per intervention	Select the value Default intervention to apply rights that will be valid for all current and future interventions. Select the name of a specific intervention to restrict rights to that intervention. This creates an exception to the default rights. Modifying a default right will remove all prior exceptions defined at the specific intervention level. Usage examples: 1) Grant a user access to only 2 interventions => Do not activate default rights, only enable rights on the desired 2 interventions. 2) Grant a user access to all interventions except one => Activate default rights and deactivate rights on the undesired intervention. This creates an exception. 3) Invite an external user to view data only => Add the user without default rights and activate the Data consultation right on the desired intervention only.

Delete a user

To delete a user, click on their row in the table to open the User management page. The red Delete button is located at the bottom of the page.

Deleting a user does not remove the data they entered in interventions (forms, photos, drawings, etc.). It simply removes all their rights from all the organization's interventions. Their account is preserved, as they may have rights in other organizations' interventions. The user can be added again later using the same email address.

The deleted user no longer counts toward the organization’s user count. Billing is automatically adjusted based on the account type (fixed vs. temporary).

Subscription management

Fixed staff

Fixed staff of an organization have annual subscriptions active for 12 months from the activation date.

Temporary staff

Daily access provides the flexibility to grant temporary workers access for a few days or months, as needed on a dig site.

The person with the Program administration right registers the person in ArcheoBase and assigns them the Temporary worker status. The cost is automatically calculated based on the number of days the user connects to the application.

A Temporary worker account can be converted to a Fixed staff account at any time to benefit from the more advantageous annual rate.

Creating a new temporary user

Create a new user.
Check box C : Temporary worker
This temporary user can be converted at any time into a subscribed user by unchecking the box.

Principles of a temporary account

Cost is billed per day of connection.
- Details are on the Prices page under the Prepaid daily access section.
- Calculation is automatically done based on a login during a day by the temporary user.
A temporary account can be active for up to 6 months during a calendar year (January 1st – December 31st). The limit applies to each year.
A temporary account can be deleted and reactivated once.
- This allows for two separate periods instead of one.
To end a temporary period, simply delete the user account.
If a temporary worker returns periodically within the 6-month period, their account can be kept with reading and writing rights deactivated for confidentiality.

Reconvert a subscribed user to temporary status

If a user has an annual subscription, it cannot be converted to temporary.

The checkbox is disabled.

Cancelling a subscription

To end a subscription, delete the user.

Since it's an annual commitment, billing will continue until the end of the 12-month period from the activation date, e.g., from 16.04.24 to 15.04.25.

It’s possible to convert a deleted annual subscription account to a Temporary worker account once it has expired.

If a user resigns from one organization and joins another

Delete the account in the first organization.

Billing will continue for the first organization until the annual subscription ends (12 months from activation).

The administrator of the second organization adds the user.

If the email is the same, there will be no new billing for the second organization until the annual period from the first organization ends.
If the email is different, a new annual subscription will begin for the second organization.