Accessibility statement

External Users Tool

Related pages

The External Users Tool allows web account holders to set up access to restricted web pages for people who do not have a University account.

It also allows people with External User accounts to change or reset their password.

External Users Tool »

Eligibility

  • You need a web account to set up external users.
  • External accounts can access the tool to change or reset their password.

The External Users Tool allows web account holders to create accounts for people external to the University to access protected web pages.

The tool can create two types of account:

  1. External user accounts: the person's email address is registered as their username
  2. Visitor accounts: a single shared account ending in "-visitor" that can be given to a group of people

Change/reset your password

If you have an External Users account and want to change or reset your password:

  1. Go to the External Users Tool.
  2. Select Change your password or Set your password.
  3. Fill in the required details, and click on Submit.

Create a new account

  1. Go to the External Users Tool.
  2. Select Set up and modify external users 
  3. Log in with your web account.
  4. Select Create a new external person or Create a new visitor account

Once you have created the account(s), you will need to add them to an access control group to be able to give restricted access to your web pages. To do this, you will need to use the Custom Groups Tool and the Web Page Access Control Tool.

The University's Digital Communications Team have provided instructions for using the Web Page Access Control Tool as part of their "Limiting who can see a web page" guide:

Troubleshooting

Only web accounts can be used to create External User accounts. If you don't have a web account, contact Marketing (marketing-support@york.ac.uk).

Library & IT Help Desk

If you're having problems using the External Users Tool, get in touch with the Library and IT Help Desk.

Service status Live and supported service.
Hours of service 24/7
Service support For help and support with this service, contact the Library and IT Help Desk.
Hours of support Help from the Library & IT Help Desk is available 9am to 5pm, Monday to Friday.
Target availability

General IT Services targets:
Resilience Load balanced servers provide resilience for this service. All data is backed up in line with our standard backup policies.
Review cycle Not actively reviewed.
Our performance

Our service standards have been produced in consultation with our customers, and monitor the quality, timeliness and access to facilities and services:

Complaints procedure

If you wish to give us general feedback on this service, please see our Feedback page for ways to get in touch.

If you wish to make a complaint, please see our complaints procedure.

It is your responsibility to restrict content on your pages appropriately, and to correctly configure the groups that require access to restricted content.

Remember that the External User accounts may have access to any new content you add in the restricted area of your site.

Please ensure that you review and maintain your External User accounts regularly. This includes removing anyone who no longer requires access to the protected content. 

Deleted accounts should also be removed from the custom groups used to grant access to content.