Password Requirements and Reset

Password Requirements and Reset

Password Requirements

  1. Password must NOT include the vol-staff accounts first or last name
  2. Passwords must be at least 12 characters long, and include each of the following characters at least once:
  3. lowercase character (a-z)
  4. uppercase character (A-Z)
  5. number character (0-9)
  6. symbol character (!@#$%^&*()-)
  7. Common passwords as published by security journals are prohibited, as those are more easily guessed by malicious people and their automated intrusion tools

How To Reset Passwords When Logged Into iCarol

In addition to users being prompted to change their password after logging into iCarol with a temporary password, any user can change their password when logged into iCarol by completing the steps below.

To change your password, complete the following steps:
  1. Click 'Change Password' in the left side menu 
  2. Enter the old (current) password used to log into iCarol
  3. Enter the new password, making sure it meets the criteria listed on the page (and below)
  4. Enter the new password again
  5. Click 'Change Password'
  6. A confirmation message will appear at the top of the page if your password was successfully changed; if your password wasn't successfully changed, a message will appear at the top of the page prompting you to complete the steps again
You can also change your password from within your Vols-Staff profile, by completing the following steps:
  1. Click 'Vols-Staff' in the left side menu
  2. Click on "My Information' from the Sub Menu
  3. Under the Security section 'Change password' button and follow steps 2-6 noted above

How To Reset Forgotten Passwords

When a volunteer-staff have received their welcome e-mail but have forgotten their password there are two ways to reset the password.

Any user can reset their own password:
  1. From the iCarol sign on page, enter the email address used to sign on to iCarol
  2. Under "Forgotten your password?" enter your FIRST name ONLY exactly as it appears in iCarol
  3. Click 'Email a new password'.
  4. Check your email for a new temporary password. (If you continue having difficulty, send an email to your agency for more help.)
Notes
Please note: Emails could be sent to spam or junk email folders, please check these.

An Admin or Supervisor can re-set passwords:
  1. Click 'Vols & Staff' 
  2. Click on the specific volunteer/staff member's name
  3. Click on the Security from the Focus Panel
  4. Click 'Reset password and email it to this person now.
Notes
The new temporary password will appear at the top of the page.  And will appear in the Security section of the user's details.  If the user doesn't receive emails from iCarol, manually copy the password and provide it to the user so they can log into iCarol. If the user does receive emails from iCarol, the temporary password will be emailed to that user and it will be emailed to all Admin level users in your system. Once the user signs on to iCarol they will be prompted to change the temporary password, and users have the option to change their password anytime they wish by following the steps in this help article.

Resetting Forgotten Passwords when the Email is not real

At times it is necessary to grant Vol-Staff members a login to iCarol using an email that is not real. This may be because they are accessing several different iCarol systems and need several unique emails to do so. If an email is not real, iCarol cannot send this user a Welcome Email or a Temporary Password, should it ever need to be reset. You can, however, take these steps with the help of another Admin user of that iCarol system. 

To Reset a Password for a user who is using a non-real email to login:
  1. An Admin user should sign in, click Vols-Staff, and click on the affected user's profile
  2. Click the 'Admin' tab of their profile
  3. At the bottom of the screen click the grey button that says 'Reset Password and Email it to the person now'
  4. The Admin's screen will refresh and at the top of that screen will be a red message and a long series of numbers. This is the user's temporary password. The Admin will also receive this series of numbers in an email, IF that Admin's email used to access that system is a real email that can be accessed.
  5. This temporary password will need to be relayed to the user. Write this temporary password down and give it to them as a note, Send it in an email, or call the person to provide them with this number over the phone.
  6. The new user should then go to the Sign on page of iCarol, enter the email they are using as a login, and enter their temporary password as the password
  7. Once logged in, they can reset their password to something unique that they will remember. 

Password Expiration Policies

In addition to offering strong password policies for all Volunteers and Staff accounts accessing iCarol, passwords can also expire, requiring Volunteers and Staff to reset their password on a scheduled basis. Once enabled, Volunteers and Staff will be able to log into iCarol using their previous password but will be directed to reset and choose something new.

Once enabled, Volunteers and Staff will:
  1. Receive email notifications 7 days, 3 days and 1 day prior to their password expiring
  2. Be required to reset/change their password every 90 days
  3. Be required to choose a new password, not previously used in the past 356 days
How to enable the password expiration policy
  1. Log in to iCarol as an Admin
  2. Click on “Admin Tools” from the left menu
  3. Click on the “Tools” tab
  4. Check the setting “Enable Password Expiration Policy”
  5. Click “Save all settings”
Notes
Note: When first enabled, any user whose password has not been reset in the past 90 days will be required to change their password at their next sign on to iCarol.

Failed Login Attempts

Users attempting to log in to your iCarol system with an incorrect password more than 5 times will be locked out from logging into iCarol until their password is reset and account verified.
To help prevent account locks, a warning message will appear for users on their final attempt and display a message after their account is locked.

Once an account is locked, the user will have to either:
  1. Reset their password themselves using the steps above, or
  2. Contact an iCarol Admin level user at your agency for assistance on resetting their password
Please note that the iCarol Support Team is unable to reset passwords for your users with locked accounts.

iCarol Account Access and Password Reset Policy

iCarol Support is unable to assist anyone who does not have an active Admin or Supervisor level vols-staff user account in the iCarol system that assistance is being requested for. It is important your organization keeps your Designated Support Contacts and vols-staff profiles updated in your system so the iCarol Support Team is able to effectively communicate with the appropriate individuals about your iCarol system.

    • Related Articles

    • System Requirements

      System Requirements What will each user's computer need installed for full iCarol functionality: Fast Internet connection. The computer can be running any version of Windows, Macintosh or any other operating system software. There are no minimum ...

    • Sending Password Protected Contact Records by Email

      What is the Sending Password Protected Contact Records by Email feature? Often viewing submitted contact records within iCarol is enough, but sometimes you may enter into partnership collaborations that require you to share more information ...

    • Training Webinar: Security Enhancement

      During this training participants will learn: Password Reset Policy Self-service password resetting options Administrator password reset options Support Team's role in password resets Automatic timeout enhancement

    • Public Web Form

      What is the Public Web Form Feature? The Public Web Form feature allows you to offer an additional method of contact to your organization. Website visitors complete a Public Web Form that when submitted pushes information directly into your iCarol ...

    • Training Webinar: Security Best Practices:

      During this training participants will learn: Password reset Inactivation volunteers/staff Settings to support security Reporting to support security Certification and Restrictions Shredding How to submit tickets with PII/PHI