Managing Users

As an admin, you can manage users in your congregation, including inviting new users, changing roles, and managing permissions.

User Roles

PubCounter has three permission levels:

Role	Capabilities
User	Count publications, submit counts, create reorder requests
Admin	User abilities + approve counts, manage users in congregation
Super Admin	Admin abilities + manage publications, Kingdom Hall settings

Note

You can only manage users in your own congregation. Super admins can manage users across the entire Kingdom Hall.

Viewing Users

To see all users in your congregation:

1. Go to Admin → Users in the navigation
2. View the list of users with their roles and status
3. Use filters to find specific users

Inviting New Users

Access Key Method

New users join using your Kingdom Hall’s access key:

1. Share the access key with the new user
2. They create an account at pubcounter.app
3. During signup, they enter the access key
4. They select your congregation
5. Their account is created with “User” role

Tip

Keep the access key secure. Only share it with authorized congregation members.

Verifying New Users

When a new user joins:

1. Review their account in the Users list
2. Verify they’re a legitimate congregation member
3. Assign appropriate language permissions
4. Consider promoting to admin if needed

Changing User Roles

1. Go to Users

   Navigate to Admin → Users.

2. Find the user

   Search or scroll to find the user.

3. Edit role

   Click on the user to open their profile, then select “Edit Role.”

4. Select new role

   Choose User, Admin, or Super Admin (if you have permission).

5. Save changes

   Confirm the role change.

Caution

Be careful when assigning admin roles. Admins can approve counts and manage other users.

Managing Language Permissions

Users can only count publications in their assigned languages.

Assigning Languages

1. Open the user’s profile
2. Go to “Language Permissions”
3. Select the languages they should access
4. Save changes

Language Permission Guidelines

• Literature servants - Usually need access to all congregation languages
• Regular publishers - May only need their primary language
• Multi-language support - Assign additional languages as needed

Removing Users

To remove a user from your congregation:

1. Open the user’s profile
2. Click “Remove from Congregation”
3. Confirm the removal

Note

Removing a user doesn’t delete their account. They’ll lose access to your congregation but could rejoin with a new access key.

User Activity

Track user activity to ensure active participation:

• Last login - When they last accessed PubCounter
• Last count - When they last submitted a count
• Total counts - How many counts they’ve submitted

Best Practices

When Onboarding Users

1. Verify identity - Confirm they’re congregation members
2. Assign correct languages - Match their service assignments
3. Provide training - Direct them to documentation
4. Start with user role - Promote to admin only when needed

Managing Access Keys

1. Change periodically - Update the access key if it’s been shared too widely
2. Don’t post publicly - Keep keys within the congregation
3. Track who has access - Maintain awareness of who can join

Role Assignments

1. Minimum necessary access - Don’t over-assign admin roles
2. Multiple admins - Have at least 2 admins in case one is unavailable
3. Document assignments - Keep records of who has what role

Troubleshooting

User can’t log in

• Verify they completed email verification
• Check if their account is active
• Have them try password reset

User can’t see publications

• Check their language permissions
• Verify they selected the correct congregation
• Ensure publications exist for their languages

User has wrong role

• Admins can change roles for users in their congregation
• Contact a super admin for cross-congregation changes

Next Steps

• Learn about approving counts
• Configure Kingdom Hall settings