--- title: "Managing usernames and user data" slug: "managing-usernames-and-user-data-10-1-1" updated: 2024-11-13T11:44:57Z published: 2024-11-13T11:44:57Z canonical: "support.keypro.fi/managing-usernames-and-user-data-10-1-1" excludeFromSearch: true excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://support.keypro.fi/llms.txt > Use this file to discover all available pages before exploring further. # Managing usernames and user data Each KeyLight user is identified based on their personal unique username. ## Creating new users On the Admin site, go to the **Users** row in the **Authentication and authorization** group and click **Add**![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695900300537.png) ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695900319983.png) 1. Complete the **Username** and **Password** fields. 2. Define an **Expiration date** if you want to limit the validity of the username. 3. Click **Save**. 4. On the displayed form, enter the **first** and **last name** of the user. 5. If the user is authorised to export objects to external file formats such as AutoCAD, enter an **Email address**.![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695900342005.png) 6. Configure the access rights for the user as instructed in the [Configuring and modifying access rights for usernames](/docs/managing-usernames-and-user-data-10-1-1#_K%C3%A4ytt%C3%A4j%C3%A4tunnuksen_oikeuksien_m%C3%A4%C3%A4rit) chapter starting from step 2. ## Configuring and modifying access rights for usernames 1. Select a user ID from the **Authentication and Authorizations > Users** list. 2. On the **Available groups** list, select the user groups to which the user belongs.![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695900388773.png) 3. Click the arrow ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/managing-usernames-and-user-data-image-biv8j5m0.png) button displayed between the lists to add groups to the **Chosen groups** list.![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695900401372.png) 4. You can configure user-specific permissions in a similar manner. 5. **Save** changes. ### User groups available in KeyLight The following user groups have been configured as default groups in KeyLight: - **KEYLIGHT_USER** is a user authorized to add, modify, and delete KeyLight objects. - **KEYLIGHT_VIEWER** is a user authorized to view KeyLight objects. - **KEYSMS** is a user authorized to send text messages. - **MAIN_ACCESS** is a user authorized to use the main application only. KEYCORE_IGNORE_MAIN_VIEW_ACCESS_GROUPS must not be in an active state in the application. - **VIEWER_ACCESS** is a user only authorised to use KeyMobile. KEYCORE_IGNORE_MAIN_VIEW_ACCESS_GROUPS must not be in an active state in the application. - **GDPR_NORMAL_ACCESS** is a user authorized to view customer data. - **GDPR_EXTENDED_ACCESS** is a user who may view, in addition to normal customer information, restricted customer data (KeyLight does not contain customer data that is restricted from normal customer data). - **DATA_EXPORT_USERS** is a user authorized to export data to another data format by using the export function. - **REFERENCE_MAP_USER** is a user authorized to import files to the map by using the spatial upload function. - **MASS_DELETE** is a user authorized to delete several objects at once. The mass deletion function of the application must be activated for this. - **POWER_USERS** is a group that will be removed. Use the KEYLIGHT_USER group instead. - **READONLY_USERS_PLUS_AREA** is a user with viewing rights and the right to create areas. - **ACCOUNTING** is a user authorized to access the login data of users. - **DIARY_VIEW** is a user authorized to view Diary feature related functionalities. - **DIARY_EDIT** is a user authorized to view, create and edit Diary feature related functionalities. - **DIARY_FULL** is a user authorized to view, create, edit and delete Diary feature related functionalities ## Configuring two-factor authentication for a user (optional) If two-factor authentication has been ordered as an additional service, the view for editing user data includes a section for **User profiles for two-factor authentication**. 1. Select a user ID from the **Authentication and Authorizations > Users** list. 2. Enter the phone number of the user to which the confirmation code will be sent. 3. Select **Enable two phased authentication**. 4. Save changes. ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/managing-usernames-and-user-data-image-sxnldeh0.png) ## Deleting usernames To delete an existing user ID, select the username on the **Authentication and Authorizations** > **Users** list and click **Delete** on the form that appears. ## Changing user passwords Users can change their own passwords through the link in the application’s main view. Admins can change the passwords of any user on the **Change user** form by clicking the **this form** link. ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695900465945.png) For security reasons, passwords are stored in the system database with strong encryption, and not even admin users can view the passwords of users through the admin interface. ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695900483423.png) ![](https://cdn.document360.io/672fb328-110d-4b2d-9d5f-f1e71883bb64/Images/Documentation/image-1695900494684.png)