KMS UserId & Password Procedures
    • 14 Feb 2023
    • 5 Minutes to read
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    KMS UserId & Password Procedures

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    Article Summary

    KMS UserId & Password Procedures


    General Information

    When the agency sets up a new user, they are established in KMS and Lexipol ID. The agency is only responsible for the KMS setup. The Lexipol ID is automatically generated when the agency creates the user in KMS. If there is an issue and corrections are needed, the system may not allow it because those revisions don’t translate to the Lexipol ID side of the UserID. Best Practice is not to disable or delete the user but to call Lexipol Customer Support or open a Customer Support ticket to have it corrected. Even if the agency corrects the issue in KMS, the Lexipol ID side cannot be corrected by the agency and the user will not be able to log in.


    Establishing New Users

    The individual agencies should oversee initial setup of new users. That responsibility lies with the assigned agency administrator(s). If problems are encountered, please contact Lexipol Customer Support for assistance.

    • Within KMS, Admin Tab > User Management > Add user.

    User Information Tab:

    • Mandatory fields: Email, First Name, Last Name
    • Optional fields: All other fields are optional, but attention should be given to the following fields:
      1. Groups - If your agency utilizes groups then the user needs to be added to the correct group at this time as this may dictate how policy is distributed.
      2. DTB Start Date –if left blank DTB’s will not be received at all.
    • Set Password – You MUST set an initial password when setting up users. Lexipol uses a standard Policy123 (case sensitive) for this field which allows the user to set a new password at login.
    • User Status –
      1. Account Enabled – this is an auto checked field.
      2. Password Not Expired - must be unchecked, remove the checkmark in this field which allows user to set password at initial login.
      3. DTB Test Taker – If agency is doing Daily Training Bulletins (DTB’s) this field must be checked and the user must have a DTB Start Date.
    • Notification Settings – choose Mobile (checked) or Email (checked) or both (this allows the user to be notified of Acknowledgements and DTB’s)

    User Permissions Tab:

    • Choosing the appropriate permissions for the user:

    Explanation of User Permissions

    Agency Administrator

    Highest Level. Grants full authority to complete all functions of the system and to all manuals,

    DTBs, and users within the account. No additional boxes need to be check when this one is 


     (Product) Agency Administrator

    Grants full administrative authority to the specific manual and DTBs to the product listed. 

    Example: Custody Agency Administrator grants full admin rights to the custody manual and custody DTBs, only. However, user has access to all reports and users regardless of the assigned product.

     Note: If a user is an admin of one product and an end-user of another, the end-user box of the other product needs to be checked. 

     Example: Custody admin user is also an end user of the LE manual, but does not need to complete LE DTBs, LE manual user must also be checked. 

     (Product) Agency Analyst

    Allows access run all reports, for all manuals and DTBs the agency may have, regardless of product type.

     Example: Fire Agency Analyst provides access to LE, custody and supplemental manual reports as well. Does not grant access to users. 

     Note: Do not select this box alone or the user will not have access to receive and view policies.

     (Product) Agency Author

    Allows access to edit and approve policy within the specified product manual, but they cannot issue policy.

    Example: Fire Agency Author allows the user to edit fire policy, only. However, user will have editing and issuing rights to all DTBs. User will not have access to reports, users, or accreditation tabs.

     (Product) Manual Administrator

    Allows editing and approving rights to the specific product manual, only, but not authorized to

    issue policy. 

     Example: LE Manual Administrator allows editing rights to the LE manual, only. It does not allow access to reports, draft DTBs, and user tabs

     (Product) Manual Analyst

    This permission does not work. Use Agency Analyst instead.

     (Product) Manual Author

    Allows editing rights to the specific product manual, only. 

     Example: Supplemental Manual Author allows the user to edit only the supplemental manual. User cannot issue policy and has no access to draft DTBs, reports, accreditation, and user tabs.

     (Product) DTB Administrator

    Allows full rights to all DTBs, regardless of product type. Does not allow access to reports, accreditation, or user management. It does not allow access to reports. Must check Agency Analyst to grant access to run reports.

     (Product) DTB Analyst

    Does not work. Use Agency Analyst instead.

    (Product) DTB Author

    Allows full rights to all DTBs, regardless of product type. User can edit and issue all DTBs. No access to reports, accreditation, and user management tabs.

     (Product) DTB User

    If checked alone, the user will not have access to the manual or DTBs. When checked with  manual user, user will have access to both issued manual and issued DTBs. User must also  have a DTB start date and the DTB Test Taker box checked on the User Information page. Checking the DTB Test Taker Box, only, will not send DTBs to the user even if the user has a DTB start date.

     (Product) Manual User

    Allows access to the issued manual for the specific product. User will receive and acknowledge product policies but not DTBs. 

     (Product) User

    Includes same permissions as DTB User and Manual User, therefore, check only this box if a user will be required to acknowledge policy and complete DTBs. User must still have a DTB start date and the DTB Test Taker box checked on the User Information page. This is specific to the product type.

    Example: Fire User provides access to issued fire policies and fire DTBs, only. 


    Note:  Users with higher permission access (i.e., Authors, Analysts, and Manual Administrators) will

    need access to the User or Manual User functions.


    Exception: The Agency Administrator does not need the User function or Manual User function

    but still needs to have a DTB start date and DTB Test Taker box checked if the administrator will be required 

    to complete DTBs.


    Once the choices are complete hit Submit and the message comes up that the user was successfully created.

    User Password Requirements

    Minimum 8 characters, 1 Capital Letter, 1 number or special character.

    Resetting Passwords

    Go to User Management (on the Admin tab), search for the user and then Edit User (pencil on the right), on User Information Tab > Update Password, reset to Policy123 and then uncheck “Password Not Expired”. The user will be prompted to change their password when logging into KMS. If needed, set the password to whatever the user requests and check “Password Never Expires”.

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