The User Information Report exports a complete list of RMS Users with their contact details, Security Profile assignments and Property access.

Overview

The User Information Report lists every User configured in the RMS database, along with their department, position, contact details, Two-Factor Authentication status, last date of access, assigned Security Profile and the Properties that profile grants access to.

The report is exported directly to a CSV file rather than being displayed on screen. There is no Build option: the report is generated by selecting Export to CSV.

The User Information Report is typically used by System Administrators and Property Managers to review who has access to RMS, at what level, and to which Properties.

Tip! Use the User Information Report to review current access, then use the User Audit Trail Report and System Access Report to review what those Users have done.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Use Cases

• Periodic access review - the System Administrator exports the report to confirm every active User still requires access and holds the correct Security Profile.
• Two-Factor Authentication compliance - management reviews the Two-Factor column to identify Users who do not yet have Two Factor Authentication enabled.
• Identifying dormant accounts - the System Administrator reviews the Last Date Of Access column to find Users who have not signed in recently and can be set to inactive.
• Multi-Property access audit - on an Enterprise database, the Property Manager reviews the Property Access column to confirm which Users can reach each Property.

How to Access

In the side menu of RMS, go to Reports > Management > Security > User Information.

Please Note! RMS has two screens named User Information. This article covers the report. The setup screen where User records are created and edited is at Setup > Users > User Information.

Tip! Select Add Report to Favourites Menu to add the report to the Favourites menu, or select Schedule to set it up as a recurring Scheduled Report.

Report Options

The report options below control which Users are included in the export.

Column Headers

The report downloads as a CSV file named UserInformation_ followed by the date and time it was generated. The first row of the file contains the column headers, and each subsequent row records one Security Profile assigned to one User.

Data Sources & Calculations

One row per Security Profile

Each row of the export represents one Security Profile assigned to one User, not one User. A User assigned two Security Profiles appears on two rows, with the same User ID, User Name and contact details repeated on each row, and a different value in the Profile Name and Property Access columns.

For example, a User assigned both a Manager profile covering three Properties and a Reception profile covering one Property produces two rows: one showing Manager with all three Properties in Property Access, and one showing Reception with the single Property.

This differs from Setup > Users > User Information, where all of a User's Security Profiles are listed together in a single Profile Name cell on one row. To count Users rather than rows, count the distinct values in the User ID column.

Record history columns

Created By, Created On, Last Inactive By and Last Inactive On are drawn from the User record's change history rather than from fields on the User record itself, so they are not shown on Setup > Users > User Information.

These columns are blank where no matching history exists. Created By and Created On are blank for Users created before RMS began recording this information, and Last Inactive By and Last Inactive On are blank for Users that have never been set to inactive.

Last Date Of Access

Last Date Of Access is recorded in Coordinated Universal Time (UTC), not the Property's local time zone. Unlike the User Audit Trail Report and Report Run Audit Report, this report has no Time Zone option, so the value cannot be converted to local time when the report is generated.

Important! The export includes the email address and mobile number of every User. Treat the CSV file as confidential and store or share it accordingly.

Related Reports

• User Audit Trail Report - records changes made by Users in RMS.
• System Access Report - records login attempts by Users, including IP Address and whether access was granted.
• Security Profile Audit Trail Report - records changes to Security Profile permissions and User assignments.
• Report Run Audit Report - records each occasion a report has been generated, including the User who ran it.

Related Articles

• Review RMS Users
• User(s)
• Security Profile
• How to give a User Access to Multiple Properties
• Security Profile access options - Glossary