OCLM User Management - Complete Help Guide

User Management Overview

Share Your Congregation Scheduling with Other Brothers:

Invite other brothers to help with scheduling tasks. Control what features each user can access with granular permissions. Only the account owner needs a paid subscription - invited users access the data through the owner's subscription.

Table of Contents



Accessing User Management

To access the User Management feature:

  1. Log in to your OCLM Software account
  2. Click on Menu in the navigation bar
  3. Select User Management from the menu

The User Management dashboard shows all active users in your account, their roles, permissions, and any pending invitations.



Understanding Roles

OCLM Software has three user roles with different levels of access:

Role Description Capabilities
Owner The subscription holder who pays for the account
  • Full access to all features
  • Can invite Administrators and Members
  • Can edit/remove any user
  • Can transfer ownership
  • Cannot be removed from the account
Administrator A trusted helper with elevated permissions
  • Full access to all features by default
  • Can invite Members (but not Administrators)
  • Can edit/remove Members
  • Cannot modify other Administrators
Member A user with specific, limited permissions
  • Access based on assigned permissions only
  • Can invite other Members (if granted User Management permission)
  • Can only manage Members (not Administrators)
Tip: Only the account Owner can invite users as Administrators. This ensures tight control over who has elevated privileges.


Inviting New Users

To invite a new user to your account:

  1. Go to User Management
  2. Click the Invite User button
  3. Enter the user's information:
    • Email Address - The email they will use to log in (Google or Microsoft account)
    • First Name and Last Name - For identification
    • Role - Select Administrator or Member
    • Security Code - A 4-6 character code they must enter to accept (required)
    • Personal Message (optional) - Add a note to the invitation
  4. Set the user's Feature Permissions (for Members)
  5. Click Send Invitation
How Invitations Work:

After creating an invitation, you'll see a page with a mailto link to send the invitation email as well as the email contents that can be copied and manually sent with your email. The email contains:

  • A unique invitation link
  • The security code (communicate this separately for security)
  • Expiry date (invitations expire after 7 days)


Security Codes for Invitations

Security codes add an extra layer of protection to ensure only the intended person can accept an invitation.

  • Length: 4-6 characters
  • Characters: Letters (A-Z) and numbers (0-9) only
  • Case-insensitive: "ABC123" and "abc123" are treated the same
Best Practice: Share the security code through a different channel than the invitation email (e.g., text message, phone call, or in person). This ensures that even if someone intercepts the email, they cannot accept the invitation without the code.


Accepting an Invitation

When you receive an invitation to join an OCLM account:

  1. Click the invitation link in the email
  2. If not logged in, sign in with your Google or Microsoft account
  3. Review the invitation details
  4. Enter the Security Code provided by the person who invited you
  5. Click Accept Invitation

After accepting, you'll have access to the shared congregation data based on your assigned permissions.

Note: Invitations expire after 7 days. If your invitation has expired, ask the person who invited you to send a new one.


Managing User Permissions

To edit a user's permissions:

  1. Go to User Management
  2. Find the user in the list
  3. Click the Edit button next to their name
  4. Modify their role or feature permissions
  5. Click Save Changes
Permission Restrictions:
  • Owners can edit anyone
  • Administrators can only edit Members (not other Administrators)
  • Members with User Management permission can only edit other Members


Feature Permissions Explained

Each feature can have one of three access levels:

Access Level Description
None No access to this feature. The user cannot view or modify data in this area.
Read View-only access. The user can see the data but cannot make changes.
Read/Write Full access. The user can view, create, edit, and delete data in this feature.

Available Features:

Feature What It Controls
Schedules Midweek meeting schedules, students, and related assignments
Weekend Meeting Public talks, Watchtower studies, visiting speakers, and hospitality
Custom Schedules Custom scheduling features for additional congregation needs
User Management Ability to invite, edit, and remove users from the account


Removing Users

To remove a user from your account:

  1. Go to User Management
  2. Find the user you want to remove
  3. Click the Remove button next to their name
  4. Confirm the removal
Notes:
  • The account Owner cannot be removed
  • Administrators cannot remove other Administrators (only the Owner can)
  • Removed users lose access immediately but can be re-invited later


Cancelling Pending Invitations

To cancel an invitation that hasn't been accepted yet:

  1. Go to User Management
  2. Scroll to the Pending Invitations section
  3. Click Cancel next to the invitation

Cancelled invitations free up a user slot and the invitation link will no longer work.



Resending Invitations

If a user hasn't received their invitation or needs a reminder:

  1. Go to User Management
  2. Find the pending invitation
  3. Click Resend to generate a new mailto link
Expired Invitations: If an invitation has expired (after 7 days), you'll need to cancel it and create a new invitation.


Transferring Account Ownership

Account ownership can be transferred to another active user. This is useful when responsibilities change (e.g., a brother moves to another congregation).

Important: Ownership transfer also transfers the subscription. The new owner becomes responsible for future subscription renewals.

To transfer ownership:

  1. Contact OCLM Support info@oclmsoftware.com

After the transfer:

  • The new owner has full control and the subscription
  • The previous owner becomes a Member with full Read/Write permissions
  • All data remains unchanged and accessible


Account User Limits

Each account can have a maximum of 350 users. This count includes:

  • Active users (Owner, Administrators, and Members)
  • Pending invitations that haven't been accepted yet

To free up user slots:

  • Remove inactive users who no longer need access
  • Cancel pending invitations that are no longer needed
Tracking Usage: The User Management page shows your current user count and how many user slots are available.


Troubleshooting

User didn't receive the invitation email

  • Check that the email address is correct
  • Ask them to check their spam/junk folder
  • Use the Resend feature to send again
  • Try sending the invitation link directly via another method

Security code not working

  • Security codes are case-insensitive (ABC123 = abc123)
  • Make sure there are no extra spaces
  • Verify you're using the correct code for this invitation

Cannot edit a user

  • Only Owners can edit Administrators
  • Members with User Management permission can only edit other Members
  • No one can edit the Owner except the Owner themselves

Invitation expired

  • Invitations are valid for 7 days
  • Cancel the expired invitation and create a new one
    • revious one.

Account user limit reached

  • Remove users who no longer need access
  • Cancel pending invitations that won't be used
  • Contact support if you need a higher limit


Frequently Asked Questions

Do invited users need their own subscription?

No. Only the account Owner needs a paid subscription. All invited users access the data through the Owner's subscription.

Can multiple people edit the schedule at the same time?

Yes, multiple users can work on the schedules simultaneously. However, if two users edit the exact same record at the same time, the last save will overwrite the previous one. You can click the refresh button in the browser to get the latest version of the data before selecting the data to edit, if multiple users have access to edit.

What happens to my data if I'm removed from an account?

The congregation data stays with the account. If you're removed, you lose access to that data.

Can I be a member of multiple accounts?

No, you cannot be invited to multiple accounts/multiple congregations.

What's the difference between Administrator and Member with all permissions?

Administrators have implicit full access and can manage Members. A Member with all permissions has the same feature access but can only manage other Members (not Administrators). Also, only Owners can promote users to Administrator.

Can I undo a user removal?

Removing a user sets them as inactive. You can re-invite them using the same email address, and a fresh invitation will be created.



Summary

User Management in OCLM Software allows you to collaborate effectively with other brothers in your congregation. Key points to remember:

  • Only the Owner needs a subscription - invited users share access
  • Use appropriate roles: Owner for the subscription owner, Administrators for trusted helpers, Members for specific tasks
  • Set granular permissions to control what each user can access
  • Use security codes to protect invitations
  • Maximum 350 users per account (including pending invitations)

If you have questions not covered in this guide, please contact us at: info@oclmsoftware.com


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