Getting access to AllanaCrusis

This section covers user registration, account management, and understanding the different user roles and permissions in AllanaCrusis.

Table of contents

• User Registration
• User Roles and Permissions
• Login Process
• Email Verification
• Password Management
• Account Settings

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User registration

how to get an account

User accounts are typically created by:

1. System administrators - for organizational members
2. Self-registration - if enabled by your organization
3. Invitation system - through email invitations

registration process

If self-registration is available:

1. Click “Register” on the login page
2. Fill out the registration form:
   • Username (unique identifier)
   • Email address
   • Password (meeting security requirements)
   • Full name
   • Organization affiliation (if applicable)
3. Submit the form
4. Check your email for verification message
5. Click the verification link
6. Account is now active

Figure 1: User registration form with required information

registration Requirements

• Valid email address: Must be accessible for verification
• Strong password: Usually 8+ characters with mixed case and numbers
• Unique username: Cannot duplicate existing users
• Organization approval: May require administrator approval

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User roles and permissions

AllanaCrusis uses a role-based permission system with four main user types:

guest User (No Account Needed)

What Guests Can Do:

• View public compositions and information
• Use basic search functionality
• Browse publicly available content
• Read about the organization and system

What Guests Cannot Do:

• Download files
• Edit any content
• Access member-only features
• View private compositions

Figure 2: Interface view for guest users

member

Additional Permissions:

• Access to part downloads (if enabled)
• View contact information
• Access member-only compositions
• Use advanced search features
• View detailed composition information

Typical Users:

• Ensemble members
• Students
• Community musicians
• General library users

Figure 3: Enhanced interface for logged-in members

librarian

Full Library Management:

• Add, edit, and delete compositions
• Manage parts and instrumentation
• Upload and organize files
• Create and edit supporting data
• Access all content management functions
• Generate reports and analytics

Cannot Do:

• User management (add/remove users)
• System configuration changes
• Access administrative settings

Typical Users:

• Music librarians
• Ensemble managers
• Content administrators

Figure 4: Librarian interface with content management tools

manager

Complete System Control:

• All librarian permissions
• User management (add, edit, delete users)
• System configuration access
• Administrative settings
• Security and access control
• System maintenance functions

Typical Users:

• System administrators
• Organization leadership
• IT staff
• Primary librarians

Figure 5: Manager interface with full administrative access

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Login process

standard Login

1. Navigate to the login page
2. Enter your username or email
3. Enter your password
4. Click “Login”

login Troubleshooting

Common Issues:

• Incorrect credentials: Check username/email and password
• Account not verified: Check email for verification link
• Account disabled: Contact your administrator
• Forgotten password: Use password reset feature

Figure 6: Standard login form

session Management

• Automatic logout: After period of inactivity
• Remember me: Option to stay logged in longer
• Multiple devices: Can be logged in on different devices
• Security alerts: Notifications for unusual activity

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Email verification

why Email Verification is Required

• Security: Confirms you own the email address
• Communication: Ensures you receive important notifications
• Password reset: Enables secure password recovery
• Account recovery: Helps with lost account access

verification Process

1. Register your account or request verification
2. Check your email (including spam/junk folders)
3. Click the verification link in the email
4. Confirmation page appears
5. Account is now verified and fully active

Figure 7: Email verification message and confirmation

troubleshooting Email Verification

If you don’t receive the email:

• Check spam/junk folders
• Verify email address is correct
• Request a new verification email
• Contact administrator if problems persist

If the link doesn’t work:

• Try copying and pasting the full URL
• Check if the link has expired
• Request a new verification email
• Use a different browser

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Password management

password Requirements

Most systems require:

• Minimum 8 characters
• Mix of uppercase and lowercase letters
• At least one number
• Special characters (optional but recommended)
• Not a common password or dictionary word

password Reset Process

If you forget your password:

1. Click “Forgot Password” on the login page
2. Enter your email address
3. Check your email for reset instructions
4. Click the reset link in the email
5. Enter your new password (twice for confirmation)
6. Submit the form
7. Login with your new password

Figure 8: Password reset request and new password form

changing Your Password

To change your password while logged in:

1. Go to Account Settings (usually in user menu)
2. Click “Change Password”
3. Enter current password
4. Enter new password (twice)
5. Save changes
6. Confirmation message appears

password Security Tips

• Use unique passwords for each system
• Consider a password manager
• Don’t share passwords with others
• Change passwords regularly
• Use two-factor authentication if available

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Account settings

profile Information

You can typically update:

• Display name
• Email address (may require re-verification)
• Contact information
• Notification preferences
• Time zone and locale settings

notification Settings

Control what emails you receive:

• System announcements
• New composition notifications
• Account security alerts
• Password expiration warnings
• Weekly/monthly summaries

Figure 9: Account settings with profile and notification options

privacy Settings

Depending on your organization:

• Profile visibility to other users
• Contact information sharing
• Activity tracking preferences
• Data retention settings

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Getting help with access issues

common Problems and Solutions

Can’t create an account:

• Check if registration is open to your organization
• Verify email domain is allowed
• Contact administrator for invitation

Account locked or disabled:

• Contact your system administrator
• May be due to multiple failed login attempts
• Could be administrative action requiring review

Email not working:

• Update email address in account settings
• Check with IT about email delivery issues
• Verify your email system accepts external emails

who to Contact

• Technical issues: System administrator
• Account permissions: Librarian or manager
• Organization policies: Administrative staff
• General questions: User documentation or help desk

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Next steps

Once you have access:

1. Learn about Supporting Data - Understand the organizational structure
2. Explore Compositions - See how musical works are managed
3. Try Advanced Search - Use your member access for enhanced features

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Continue to the next section: Supporting Data to learn about instruments, ensembles, and organizational setup.