Manage Users

Topics included in this article:

• Overview
• Video Walkthrough
• Add a User
  • Console User
  • Access Control User
• Add Multiple Users
• Delete a User
• Add a Partner
  • Add Rhombus Support
  • Suspend a Partner
  • Reinstate a Partner
  • Delete a Partner
• Helpful Links
• Contact Support or Sales 

Overview

Rhombus admins can manage user and partner access within the Rhombus Console to control both console visibility and physical access permissions across their organization. This article covers how to add, manage, suspend, reinstate, and delete users and partners, including both standard console users and access control users. These workflows help ensure the right individuals have appropriate access to your organization’s Rhombus devices, console features, and physical access control systems.

Video Walkthrough

Add a User

In this section, we will go over how to add a Rhombus Console user and a Rhombus Access Control user. A user can have access to both under the same user account. 

• Rhombus Console User - A console user can see Rhombus devices (Cameras, Sensors, or Access Control) and all the video or statuses associated with them. A console user also has access to the Rhombus Console mobile app. 
• Rhombus Access Control User - An access control user can have physical access to the site where Rhombus Access Control is deployed. Their access will be either a Mobile credential via the Rhombus Key App (Note: This is a separate app from the Rhombus Console App) or a physical card.

Console User

1. Navigate to "Settings," and click "Manage Users."

2. Click "Add User."

3. Fill in the user information and select which type of access will be granted to the user. An email address is required for the Rhombus Key app and console access. Click "Next."

4. Click the dropdown menu to select a role for the user. Ensure the "Send Welcome Email" toggle is enabled so the user receives the email to complete their account creation, and click "Create."

Note: You can also log into your existing SSO provider for authentication and set up automatic user provisioning and de-provisioning by setting up SCIM.

Access Control User

Below are the steps to add an access control user to the Rhombus Console. An access control user can have physical access to the site where Rhombus Access Control is deployed. Their access will be either a Mobile credential via the Rhombus Key App (Note: This is a separate app from the Rhombus Console App) or a physical card.

1. Navigate to "Settings" and click "Manage Users."

2. Click "Add User."

3. Fill in the user information and select which type of access will be granted. An email address is required for the Rhombus Key app and console access. Click "Next." Note: Select "Access Control - via Card," "Access Control - via PIN," and/or "Access Control - via mobile app." These settings can be added to an existing user if necessary. Our article on User Credentials for Rhombus Key App outlines this process in more detail.

4. Add the user to an existing group (this step is optional), then click "Next." To learn more about groups, reference our article on Creating a Group of Users for Access Control.

5a. When creating an access control user with key card credentials, select the card type, enter the card serial number, and, if desired, set a credential start and end date. Then click “Next.”

5b. When creating an access control user with a PIN credential, select the PIN length and enter a PIN, or click “Auto-Generate.” If desired, email the PIN to the user and set a credential start and end date. Note: PIN credentials can only be used if your Rhombus access control unit has a Keypad Reader connected.

5c. When creating a mobile credential, choose to allow users to remotely unlock doors and/or bypass SAML when logging into the Rhombus Key App. Ensure the "Send Invitation Email" toggle is enabled so the user can complete their Rhombus Key account setup. To learn more about mobile credentials, see our article on User Credentials for Rhombus Key App.

Add Multiple Users

To add multiple users, you will need to upload a .csv template. Below is an example table and a list of descriptions of the terms: 

firstName,lastName,email,role,sendWelcomeEmail,groupNames,rhombusKeyAccessEnabled,remoteUnlockEnabled,sendKeyAppWelcomeEmail,credentials 
John,Smith,"john.smith@test.com","Super Admin Group",true,"AC Group1,AC Group2",true,true,true,R:ABC17456 
Jane,Williams,"jane.williams@test.com","Super Admin Group",true,"AC Group2",false,false,true,WH10301:12849:102 
Maria,Davis,"maria.davis@test.com","Super Admin Group",true,"AC Group2",false,false,false,S:ABC38635 
James,Baker,"james.baker@test.com","Installer",true,"AC Group2",false,false,false,W64BITRAW:184467440737095

Supported access control credential types:

• R (Rhombus Secure Card). Format: type:cardSerialNumber
• S (Standard Card). Format: type:cardSerialNumber
• WH10301 (Wiegand H10301 Card). Format: type:cardSerialNumber:facilityCode
• W64BITRAW (Wiegand 64-bit Raw Card). Format: type:cardSerialNumber

Note: The only required fields are first name, last name, and email. Groups and roles must be created before uploading and existing users cannot be updated with this pathway.

Delete a User

1. Navigate to "Settings" and click "Manage Users."

2. Under the "Employees" tab, find the user you want to delete, and click the ellipsis button at the far right, then click "Delete" to delete the user.

3. When clicked, a pop-up will appear to confirm your deletion request. Click "Delete User" to finish.

Add a Partner

1. Navigate to "Settings," and click "Manage Users."

2. Click the "Partners" tab at the top of your screen, then click "Add Partner" in the upper left corner.

3. In the pop-up, select whether the Partner will be a Certified Partner or a Third-Party Partner from the drop-down. Note: If the partner does not have a Rhombus account, select "Third-Party Partner." When adding a partner this way, clicking on the partner's name will bring up a shareable access link that can be sent to them.

4. Fill in the fields by searching for the partner you wish to add, providing them with an access role, and setting an expiration if desired. Once completed, click "Add Partner." Note: There will be different options to fill in based on the type of partner selected.

Add Rhombus Support

If you experience technical issues in your Rhombus Console, Rhombus Support may need console access to troubleshoot the issue. Temporary console access can be granted via the "Add Partner" option in the console.

Note: For security purposes, Rhombus Support partner access is set to expire after 72 hours by default.

1. Navigate to "Settings," and click "Manage Users."

2. Click the "Partners" tab, then click "Add Partner."

3. Select "Rhombus Support" from the dropdown menu. Set the "Access Role" to "Super Admin Group," and click "Add Partner."

Suspend a Partner

Suspending a partner will revoke that partner's access to your Rhombus Console, but retain their information in the system in case you would like to reinstate their access at a later date.

1. Navigate to "Settings," and click "Manage Users."

2. Click the "Partners" tab, then click "Suspend" beside the partner you want to suspend access for.

Reinstate a Partner

1. Navigate to "Settings" and click "Manage Users."

2. Click the "Partners" tab and then select "Reinstate" for the partner you wish to reinstate.

Delete a Partner

1. Navigate to "Settings," and click "Manage Users."

2. Select the "Partners" tab and click "Delete" beside the partner you wish to remove.

3. A pop-up will appear to confirm the deletion. Click "Delete Partner." Note: This is a permanent action.

Helpful Links

• User-Based Alert Notifications
• User Profile
• Create and Manage Roles
• Registering a Key Card (Access Control Credentials)
• Creating a Group of Users for Access Control
• User Credentials for Rhombus Key App

Contact Support or Sales

Have more questions? Contact Rhombus Support at +1 (877) 746-6797 option 2 or support@rhombus.com.

Interested in learning more? Contact Rhombus Sales at +1 (877) 746-6797 option 1 or sales@rhombus.com.