---
title: "Managing usernames and user data"
slug: "managing-usernames-and-user-data-10-1"
updated: 2024-04-02T11:51:28Z
published: 2024-05-03T09:18:51Z
canonical: "support.keypro.fi/managing-usernames-and-user-data-10-1"
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#_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.

## 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** (Figure 7).

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)