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# Member data settings: sign in with a username instead of an email

# Member data settings: sign in with a username instead of an email

Member data settings let a School or Enterprise account decide how much personal information its members hold. Members can sign in with a **username instead of an email address**, skip first and last names entirely, and be stopped from adding phone numbers. It's built for schools, youth programs and secure facilities where members aren't allowed to have an email address, and for any organization that wants to keep as little personal data as possible.

|| Member data settings live in **Settings → Data & security → Access settings**, in the **Member data** card. They're part of the School and Enterprise plans, and you need the **Manage access & security settings** permission to change them.

## What you'll find here
- What the three settings do
- Turning on usernames instead of emails
- How members register and sign in with a username
- Resetting a username member's password
- Not asking for first and last names
- Stopping members from adding phone numbers
- Deleting phone numbers members already added
- Letting staff keep an email and phone number
- Who can see members' phone numbers
- Turning usernames off again
- Good to know

## What the three settings do
![The Member data card in Settings, Data & security, Access settings](https://storage.crisp.chat/users/helpdesk/website/-/f/f/2/2/ff22a914001c1000/member-data-settings-member-da_1lmn6xe.png)

| Setting | Default | What it does |
| ------- | ------- | ------------ |
| Usernames instead of emails | Off | New members register and sign in with a username. No email address is stored for them. |
| Ask for first and last name | On | Only shown when usernames are on. Turn it off and username members are never asked for a name. |
| Allow phone numbers | On | Turn it off and members can't add a phone number, and no SMS is sent to them, except roles exempt from member data limits. |

Nothing changes for your members until you change one of these settings.

## Turning on usernames instead of emails
1. Go to **Settings → Data & security → Access settings**.
2. In the **Member data** card, tick **Usernames instead of emails**.
3. The card now shows your account's **login page** address. Share this link with your members; it's where they sign in.

From then on, everyone who registers through your account's registration page or an invitation link picks a username instead of entering an email address.

| Staff you invite **by email** still register and sign in with that email address. That way teachers and staff can be reached and can reset their own password, while students or residents use usernames.

## How members register and sign in with a username
Members use your account's own pages, not the general SimplyPrint login. Both use your **Organization ID**, which you can set in **Settings → Organization**:

- **Register:** simplyprint.io/register/your-organization-id
- **Sign in:** simplyprint.io/login/your-organization-id

![The registration page asking for a username and password](https://storage.crisp.chat/users/helpdesk/website/-/f/f/2/2/ff22a914001c1000/member-data-settings-register-_3fdu3a.png)

When registering, a member chooses a username and a password. A username is 3 to 64 characters long, starts with a letter or number, and can contain the letters a-z, numbers, dots, dashes and underscores (no accented letters). Capital letters are turned into lowercase, so "Student7" and "student7" are the same username. Each username can only be used once inside your account.

Registration has to be open for people to sign up. You can turn on open registration in your organization's registration settings, or share an [invitation link](https://help.simplyprint.io/en/article/how-to-invite-users-to-your-account-1gue0zv/). If you require new members to be approved, username members wait for approval like everyone else. See [Approving new members](https://help.simplyprint.io/en/article/approving-new-members-and-confirming-their-email-1j68zuw/).

||| If your account only accepts sign-ups from your own email domains, a username signup has no email domain to check. Username members who join without an invitation therefore always wait for an administrator to approve them.

To sign in, members open your login page and type their **username or email** and their password. Your [Hub](https://help.simplyprint.io/en/article/the-hub-a-shared-printer-screen-for-makerspaces-schools-and-farms-1ursqui/) login accepts usernames too.

![Your account's login page with a username or email field](https://storage.crisp.chat/users/helpdesk/website/-/f/f/2/2/ff22a914001c1000/member-data-settings-login-wit_1ybjrrs.png)

| The general SimplyPrint login page never asks for a username. That's on purpose: only members of accounts with usernames switched on have one, so nobody else is left wondering whether they do.

## Resetting a username member's password
Username members don't have an email address, so they can't use **Forgot password?** to get a reset link. If they type their username and click it, they're told to ask an administrator. An administrator sets a new password for them from the Users page:

1. Go to **Users**.
2. Find the member and open the **...** menu on their row.
3. Choose **Set password**, type the new password (at least 8 characters) and click **Set password**.
4. Give the member their new password.

You need the **Can delete users** permission, and you can only set passwords for members whose role you're allowed to manage. **Set password** appears for members who sign in with a username, and only works for members who don't belong to any other SimplyPrint account.

## Not asking for first and last names
With usernames on, you can also untick **Ask for first and last name**. Username members are then never asked for a name, not when they register and not in their account settings. Wherever SimplyPrint shows a member's name, such as the Users page or print history, it shows their username instead.

Members who already gave a name keep it. The setting only stops SimplyPrint from asking.

## Stopping members from adding phone numbers
Untick **Allow phone numbers** to stop members from storing a phone number. When it's off:

- The phone number fields disappear from members' account settings and notification settings.
- New phone numbers are refused, and ignored at registration and when you [import users from a file](https://help.simplyprint.io/en/article/importing-users-from-a-csv-or-directory-export-1gptsxc/).
- SMS disappears as a notification channel, and no SMS is sent to members, except roles exempt from member data limits (see below).
- Phone numbers are hidden on the Users page and in the admin directories your members see, except the numbers of exempt members and the account owner, which stay visible.

This setting keeps working even if your account later moves to a plan without member data settings. You can always switch phone numbers back on.

## Deleting phone numbers members already added
Switching **Allow phone numbers** off doesn't delete the numbers members have already saved. They're hidden, and each is cleared when the member next saves the settings page it's on (account settings or notification settings). To remove them all at once:

1. With **Allow phone numbers** off, click **Delete stored phone numbers** in the Member data card.
2. SimplyPrint shows how many numbers will be deleted, and how many are kept.
3. Confirm with **Delete phone numbers**.

||| Deleting phone numbers can't be undone. Members who had chosen SMS as their notification channel are switched to no notifications, so they may want to pick another channel, where available.

Numbers are kept for members who also belong to another SimplyPrint account, since that number isn't only yours to remove, and for the account owner and members whose role is exempt from member data limits (see below).

## Letting staff keep an email and phone number
Some people in your account may need a phone number or an email address even when your members don't, for example staff who want SMS alerts. Give their [user group](https://help.simplyprint.io/en/article/user-groups-and-permissions-what-each-one-controls-1284ueh/) the **Exempt from member data limits** permission. The account owner is always treated as exempt. Members in that group:

- can add a phone number and use SMS notifications, even with phone numbers switched off,
- can add an email address and a name to their account, even if they signed up with a username.

A username member who adds an email address can sign in with either, and can then reset their own password by email.

## Who can see members' phone numbers
Seeing other members' phone numbers on the Users page is controlled by the **Can see members' phone numbers** permission, under **Users** in your user group settings. Every group that could see the Users tab before this permission existed has it, so nothing changed for existing groups. The account owner always has this permission. Untick it for any group that shouldn't see phone numbers; members of that group also can't search the Users page by phone number. For groups you create later, tick it if the group should see phone numbers.

## Turning usernames off again
||| Members who sign in with a username have no email address to fall back on. If you turn **Usernames instead of emails** off, they can't sign in until you turn it back on. The same happens if your account moves to a plan without member data settings.

The Member data card shows how many members sign in with a username only, and SimplyPrint asks you to confirm before turning usernames off. Their accounts and print history aren't deleted: turn usernames back on and they can sign in again straight away.

## Good to know
- **Joining another account.** A member with a username can't join a second SimplyPrint account where someone else already uses that username. They're told why on that account's registration page. To join, they can sign out and register a separate account there.
- **Where usernames work.** A username only signs in on your account's own login page and on your Hub. Username members use SimplyPrint in a browser or at the Hub, not in the SimplyPrint mobile app.
- **Print notifications.** Without an email address or the mobile app, username members can only get [print notifications](https://help.simplyprint.io/en/article/print-notifications-get-alerted-by-email-sms-or-app-push-9xzbnh/) by SMS, and only if your account allows phone numbers or their role is exempt from member data limits.
- **Single sign-on.** Members who sign in with your school's or company's single sign-on keep doing so. Usernames only apply to members who register with SimplyPrint directly, while the phone number setting applies to everyone in your account.

## Related articles
- [Require 2FA and restrict panel access by IP](https://help.simplyprint.io/en/article/require-2fa-and-restrict-panel-access-by-ip-nr6fb4/)
- [How to invite users to your account](https://help.simplyprint.io/en/article/how-to-invite-users-to-your-account-1gue0zv/)
- [Managing your users: the Users page](https://help.simplyprint.io/en/article/managing-your-users-the-users-page-15hfca/)
- [User groups and permissions: what each one controls](https://help.simplyprint.io/en/article/user-groups-and-permissions-what-each-one-controls-1284ueh/)
- [Approving new members and confirming their email](https://help.simplyprint.io/en/article/approving-new-members-and-confirming-their-email-1j68zuw/)
- [Print notifications: get alerted by email, SMS, or app push](https://help.simplyprint.io/en/article/print-notifications-get-alerted-by-email-sms-or-app-push-9xzbnh/)