Add/remove user access

Site owners can view and manage all users who have access to their site and add new users. Only WCMS Administrators can add a site owner to a site. Website Leads must submit an RT to request the site owner role be added to a user's profile.

Note: In WCMS 3, site managers can no longer add/edit users and roles. 

Adding a UWaterloo user(s) with a WatIAM ID 

1. From the administration bar, select Workbench, and then select People. 

2. Select + Add UWaterloo user(s) 

3. Enter a single WatIAM user ID, or multiple WatIAM user IDs, one per line. All letters will be converted to lower case. Duplicates will be ignored. You can use the authenticated campus people directory to verify their user ID. A WatIAM ID is a combination of the user's initials and surname - not their student number. 

4. Select Create new account(s) 

5. A confirmation message highlighted in green will appear stating "Created a new user with the user ID WatIAM ID." 

Adding roles to a user 

1. From the administration bar, select Workbench, and then select People. 

2. Select Edit beside the user's account. 

3. Select the Role(s)Site roles and permissionsfor the new user. 

4. Optionally, set an Expiry date for each individual role. It is a best practice to set an expiry date on the role for temporary staff, co-op students and users that will only need temporary access to the site. You have the following options when declaring an expiry date: 

   1. Leave the field blank. In this case, the role will never expire (since no default duration is configured for this role). 

   2. Enter a date and time in the format YYYY-MM-DD HH:MM:SS. The role will expire after this time. 

   3. Use a relative time, for example: '1 day', '2 months', '1 year' or '3 years'. 

5. Select Save. 

Adding a user 

1. From the administration bar, select Workbench, and then select People.  

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2. Select +Add user.  

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3. Enter the following information: 

   1. First name. 

   2. Last name. 

   3. Email address, their userid@uwaterloo.ca email must be used.    

   4. Username, their WatIAM user ID must be used. 

   5. Password and Confirm password. We recommend the Privacy Canada strong password generator site to generate a password. You do NOT need to record this password or share it with the user, it is a back-end security measure and users will be logging in via ADFS so they do not need that information. Note: it is good practice to generate a different password for every user. 

4. Keep the Status marked as active.   

5. Select the Roles for the new user. 

6. Leave Notify user of account unchecked. 

7. Optionally, set an Expiry date for each individual role. It is a best practice to set an expiry date on the role for temporary staff, co-op students and users that will only need temporary access to the site. You have the following options when declaring an expiry date: 

   1. Leave the field blank. In this case, the role will never expire (since no default duration is configured for this role). 

   2. Enter a date and time in the format YYYY-MM-DD HH:MM:SS. The role will expire after this time. 

   3. Use a relative time, for example: '1 day', '2 months', '1 year' or '3 years'. 

8. Leave the Time zone to Toronto. This is the default setting.   

9. Select Create new account. 

Removing/changing a user’s role(s) 

1. From the administration bar, select Workbench, and then select People. 

2. Select Edit from beside the user’s account. 

3. Uncheck/check Roles you want to remove or add. 

4. Select Save. 

We don't allow blocking of users (this would interfere with authenticated access for site visitors, e.g. web forms) or deleting users (content associated with that user would become disassociated from their account, labelled instead as being created by 'Anonymous', and not their user ID).