A guide to managing user accounts, access levels, and permissions for your centre

1.  Introduction

What the User Management screen is, who it’s for, and why it matters.

The User Management screen is where super users look after everyone who can sign in to your centre’s ResultsHQ account. From a single page you can see every user, control what each person is allowed to do, and keep account details up to date.

Who it’s for: super users and administrators who are responsible for adding committee members and staff, granting the right access, and keeping the centre’s account secure.

Why it matters: giving each person only the access they need keeps your data safe, and a clear, up-to-date user list makes it easy to see who has signed in, who still needs to verify their email, and who should no longer have access.

2.  What This Document Covers

A quick map of everything explained in this guide.

Feature Explanations

3.1  The User Management screen

3.2  User summary cards

3.3  Search, filter and export

3.4  All Users, Verified and Unverified tabs

3.5  The Users table

3.6  Access levels (roles)

3.7  Row actions and the More Actions menu

3.8  Bulk actions

3.9  Two-factor authentication (2FA)

3.10  User history and activity history

Step-by-Step Guidance

4.1  Add a new user

4.2  Edit a user’s details

4.3  Set a user active or inactive

4.4  Verify or unverify a user

4.5  Assign or change access levels for one user

4.6  Restrict a user to a club

4.7  Send a password reset

4.8  Resend a verification email

4.9  Manage two-factor authentication

4.10  View user history

4.11  Use bulk actions and manage roles in bulk

4.12  Delete a user

4.13  Export users

FAQs

3.  Feature Explanations

What each part of the screen does and where to find it.

3.1  The User Management screen

The screen opens with the page title User Management and the subtitle “Manage Centre and Custom User Permissions”. Across the top are three summary cards, then a toolbar with search, filter and export options, a set of tabs, and the main users table. An Add User button sits in the top-right corner.

3.2  User summary cards

Three cards give you an at-a-glance count of your users:

1. Total Users — everyone in your account.
2. Verified Users — users who have confirmed their email address.
3. Unverified Users — users who have not yet verified their email address.

3.3  Search, filter and export

The toolbar helps you find the users you need:

1. Search — type a name, email address, or role to filter the list instantly.
2. Filter by role — choose an access level to show only users who have it.
3. All User History — opens a panel showing recent activity across all users.
4. Export Users — downloads your user list for use outside ResultsHQ.

3.4  All Users, Verified and Unverified tabs

Three tabs let you switch between groups of users, each showing a live count. The All Users tab shows everyone, Verified shows confirmed accounts, and Unverified shows users who still need to confirm their email. When you open the Unverified tab, a note explains how those users can verify themselves or how you can resend the verification email for them.

3.5  The Users table

The table lists your users with the following columns. You can sort by Email, Name, Surname, or Last Logged In by clicking the column heading.

3.6  Access levels (roles)

Access levels control what a user can do once they sign in. Each user can hold one or more access levels, and you choose these when adding or editing a user. A Super User has full access; other levels grant access to specific areas such as:

• Results
• Reports
• Registration
• Nominations
• Club registration
• Check-in, and the ResultsHQ Mobile app. You must give every user at least one access level.

3.7  Row actions and the More Actions menu

Each row has a set of quick actions on the right:

1. Edit (pencil) — open the user’s details to make changes.
2. History — view that user’s recent activity.
3. More Actions — opens a menu with Send Password Reset, Remove 2FA, Manage Certifications, and Resend Verification Email.
4. Delete (trash) — permanently remove the user.

There is also an Enabled toggle on each row that lets you mark a user as verified or unverified directly from the list.

3.8  Bulk actions

Tick the checkbox on one or more rows (or the header checkbox to select all visible users) and a bulk action bar appears. From there you can act on the whole selection at once:

1. Manage Roles — assign or remove access levels across all selected users in one step.
2. Mark Verified / Mark Unverified — change verification status in bulk.
3. Send Password Reset and Resend Verification — email the whole selection.
4. Delete — remove the selected users (with a confirmation step).

3.9  Two-factor authentication (2FA)

Two-factor authentication adds a second layer of security at sign-in. From the Manage 2FA panel you can set this up for a user in two ways: generate an app QR code for them to scan with an authenticator app, or send a one-time code to their email each time they sign in.

3.10  User history and activity history

ResultsHQ keeps a record of the pages your users visit. The User History panel (from a row’s History button) shows one person’s recent activity, while All User History shows activity across everyone. Each entry lists the page, the action taken, the date and time, and a link to the page.

3.11  Configure Events

Configure Events lets you set up the events for a specific user. You open it from the More Actions menu on a user’s row, and it opens the Configure Events pop-up where you build a list of events for that user.

The pop-up has two parts:

1. Add Configuration — choose a Gender (Male or Female), one or more Age Groups (individual ages, or All Ages), and one or more Events (individual events such as Long Jump, 100m, or High Jump, or All Events). Click Add Events to add that combination.
2. Current Configuration — lists the event, age, and gender combinations you’ve set up for the user. Use Clear All to remove everything and start again.

4.  Step-by-Step Guidance

How to carry out the most common tasks, step by step.

4.1  Add a new user

1. Click Add User in the top-right corner of the screen.
2. Enter the user’s details. First Name, Last Name, and Email are required; Title and Phone are optional.
3. Under Access Levels, tick at least one access level for the user.
4. If the user should only see one club’s data, choose it under Restrict to a Club.
5. Click Submit. The user is added and a verification email is sent so they can confirm their account.

4.2  Edit a user’s details

1. Click the user’s row, or the Edit (pencil) icon on that row.
2. Update any details — title, name, phone, email, access levels, or club restriction.
3. Click Save Changes.

4.3  Set a user active or inactive

Use this when someone is temporarily unavailable but you don’t want to delete their account.

1. Open the user’s record (Edit).
2. In the Account Status panel at the top, use the Active toggle to set the user active or inactive.
3. Click Save Changes.

4.4  Verify or unverify a user

1. On the user’s row, use the Enabled toggle to switch their verified status on or off.
2. To do this for several users at once, select their rows and choose Mark Verified or Mark Unverified from the bulk action bar.

4.5  Assign or change access levels for one user

1. Open the user’s record (Edit).
2. Under Access Levels, tick the levels to grant and untick the ones to remove.
3. Click Save Changes. Remember each user needs at least one access level.

4.6  Restrict a user to a club

1. Open the user’s record (Edit), or open the Add User form for a new user.
2. Choose the club under Restrict to a Club. Select None to give access to all clubs.
3. Click Save Changes (or Submit for a new user).

4.7  Send a password reset

1. On the user’s row, open the More Actions menu and choose Send Password Reset.
2. To reset passwords for several users, select their rows and choose Send Password Reset from the bulk action bar.

4.8  Resend a verification email

1. On the user’s row, open the More Actions menu and choose Resend Verification Email.
2. For several users at once, select their rows and choose Resend Verification from the bulk action bar.

4.9  Manage two-factor authentication

1. On the user’s row, open the More Actions menu and choose Remove 2FA to open the Manage 2FA panel.
2. Choose Generate APP QR Request to create a QR code for an authenticator app, or Send Email 2FA Request to email a one-time code.

4.10  View user history

1. For one user, click the History icon on their row to see their recent activity.
2. For everyone, click All User History in the toolbar to see activity across all users.

4.11  Use bulk actions and manage roles in bulk

1. Tick the checkbox on each user you want to include, or use the header checkbox to select all visible users.
2. In the bulk action bar, choose the action you need (for example Mark Verified, Send Password Reset, or Delete).
3. To change access levels for the whole selection, choose Manage Roles. Tick a role to assign it, or untick to remove it; the panel shows how many changes are pending.
4. Click Save Changes to apply.

4.12  Delete a user

1. On the user’s row, click the Delete (trash) icon, or select several users and choose Delete from the bulk action bar.
2. Confirm in the pop-up. Deleting permanently removes the user and revokes their access.

4.13  Export users

1. Click Export Users in the toolbar to download your current user list.

4.14  Configure events for a user

Use this to set up a list of events for a specific user.

1. On the user’s row, open the More Actions menu and choose Configure Events to open the pop-up.
2. Under Add Configuration, select a Gender, then the Age Groups (or All Ages), and the Events (or All Events) you want to add.
3. Click Add Events. The combination appears in the Current Configuration list below.
4. Repeat to add more combinations. Use Clear All if you want to start over.
5. Click Close when you’re finished.

5.  FAQs

Quick answers to the questions we hear most often.

Q.  Why is a user showing as unverified?

A.  They haven’t clicked the verification link in their email yet. Ask them to check their inbox (and spam folder), or resend the link using Resend Verification Email from the More Actions menu.

Q.  What does the crown icon next to an email mean?

A.  It marks the user as a Super User, which gives them full access to your account. Only assign this to people who need complete control.

Q.  What’s the difference between making a user inactive and deleting them?

A.  Inactive pauses a user’s access while keeping their record, so you can re-enable them later. Deleting removes the user permanently and can’t be undone.

Q.  Can I change access levels for lots of users at once?

A.  Yes. Select the users you want, click Manage Roles in the bulk action bar, then tick the roles to assign or untick the roles to remove and click Save Changes.

Q.  How do I stop a user seeing other clubs’ data?

A.  Open their record, set Restrict to a Club to the club they belong to, and save. Choose None to give them access to all clubs again.

Q.  A new user can’t log in. What should I check?

A.  Make sure they have at least one access level, that their account is active, and that they’ve verified their email. If they’ve forgotten their password, send a password reset from the More Actions menu.

Q.  How do I set up two-factor authentication for a user?

A.  Open Manage 2FA from the More Actions menu, then either generate an app QR code for an authenticator app or send a one-time code to the user’s email.

Q.  Where can I see what a user has been doing?

A.  Click the History icon on the user’s row to see their recent activity, or use All User History in the toolbar to view activity across everyone.