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User Management Guide

This guide covers everything you need to know about managing users in your system, including adding users, managing their information, and maintaining user lists.

🌐 Overview​

User management allows authorized personnel to:

  • Add new users to the system
  • Manage existing user information
  • Filter and search through user lists
  • Export user data
  • Control user access and permissions
Access Requirements

Only Admin users or users with custom access permissions (such as HR roles) can add or invite users to the system.

➕ Adding Users​

✅ Method 1: Direct Addition via User Management​

Prerequisites

Ensure you have Admin privileges or HR access permissions before proceeding.

  1. Navigate to Settings → User Management
  2. Click the “ADD USER” button in the top-right corner

Task View

  1. Fill in required fields across the following sections:

📇 Personal Information​

  • First Name*
  • Middle Name (Optional)
  • Last Name*
  • User Name*

📞 Contact Details​

  • Email*
  • Official Email (Optional)
  • Mobile Number (Optional)
  • Country Code*

🏢 Organization Details​

  • Department*
  • Designation*
  • Working Shift

🔐 Account Settings​

  • Password*
  • Confirm Password*
  • Account Type*
  • Status*
  1. Click SAVE to create the user, or CANCEL to discard changes
  2. The user appears in the list immediately
Notifications

Email is sent to the new user, and admins receive web push notification

✅ Method 2: Invite via Integrations​

  1. Go to Integrations → Invite Teammates

Invite Teammates View

  1. Click "Invite Teammates"
  2. In the popup window:
    • Enter comma-separated emails
    • Select Department and Designation
  3. Click SEND INVITE
Invitation Flow

Invited users complete registration via email; system notifies admins upon completion

📋 Managing User Lists​

👁️ Viewing Users​

Managing User Lists View

User list includes:

ColumnDescription
S.NoSerial number
First Name / Last NameUser name
Email / Official EmailContact emails
User NameSystem login
Designation / DepartmentOrg structure
GroupsUser group memberships
StatusActive/Inactive
TypeContract, Full-Time, Freelancer
Created OnAccount creation date
ActionsProfile, Edit, Disable/Enable, Delete

🔍 Filtering and Searching​

Left-Side Filters​

Left-Side Filters View

Filter by:

  • All
  • First Name
  • Email
  • Mobile No.

Right-Side Filters​

Right-Side Filters View

Filter by:

  • All
  • Contract
  • Full-Time
  • Freelancer

🔎 Search Bar​

Enter name, email, or keyword – results auto-update

🔄 Refresh Button​

Click ↻ to reload user list

⚙️ User Actions​

Individual User Actions

Click the three dots (⋮) in the Actions column to access the user action menu:​

User Actions View

👤 View Profile​

  • Access via “Profile” in Actions (⋮)
  • View user profile
  • Audit-logged

✏️ Edit User​

Edit User Actions View

  • Update user info, department, shift, email, access
  • Notifies user and admin
  • Changes are audit-logged

🚫 Disable / ✅ Enable​

  • Disable blocks login, keeps data intact
  • Enable restores access
  • Notifications sent both ways

🗑️ Delete​

Delete Actions View

  • Confirmation dialog: irreversible
  • Removes user and data permanently
  • Audit log created
Permanent Action Warning

Deleting users cannot be undone. Use Disable if unsure.

📦 Bulk Actions​

Export View

📁 Export User Data​

  • Click EXPORT in toolbar
  • Choose:
    • All User List
    • Selected User List Only

Selected Export View

Configure:

  • Date Range (or leave blank for full export)
  • Click EXPORT USER LIST to download CSV/Excel

🔔 Notification System​

📧 Email Notifications​

Users and admins are notified of:

  • Account creation
  • Profile changes
  • Status changes
  • Bulk actions

🌐 Web Push Notifications​

For:

  • User creation
  • Status updates
  • Bulk operation completions
  • Login/logout activities
Notification Settings

Admins can customize notification triggers via profile settings

🧪 Step-by-Step Workflows​

🆕 Complete User Addition​

  1. Confirm access and collect details
  2. Go to User Management → Add User
  3. Fill all sections and save
  4. Verify user appears and is notified
  5. Onboard user: confirm email, provide system access

🔁 User Maintenance​

  1. Regularly review user list
  2. Disable users on leave
  3. Update departments/designations as needed
  4. Delete users who have exited organization

📊 Data Management​

  1. Export data

✅ Best Practices​

🔐 Security​

  • Limit admin access
  • Enforce strong passwords
  • Disable accounts immediately when needed
  • Audit changes quarterly

🏃 Operational Efficiency​

  • Use bulk invites for onboarding
  • Standardize usernames
  • Clean up test/inactive accounts
  • Keep training docs updated
  • Tweak notifications to avoid overload

🧠 Frequently Asked Questions (FAQ)​

1. Who can manage users?
Admins and authorized HR users only.
2. Can regular users see the user list?
No, they can only view their own profile.
3. What’s the difference between “Add” and “Invite”?
“Add” immediately creates the user; “Invite” sends a registration link to the user’s email.
4. Can I add multiple users at once?
Yes, using the “Invite” option. “Add” works one user at a time.
5. What notifications are sent on user creation?
- Email to user - Web push notification to admin
6. What’s the difference between Disable and Delete?
- Disable: Temporary, reversible - Delete: Permanent, removes user and data
7. Do disabled users appear in exports?
Yes, they are shown with an “Inactive” status.
8. What happens when user info is edited?
- Email sent to the user - Push sent to admin - Audit log entry created
9. What alerts do users receive?
Email and/or push for: - Account creation - Edits - Status updates
10. Can users control which alerts they receive?
Yes, through their Profile → Notification Settings.
11. What to do if email isn't received?
- Check spam folder - Verify email address - Use the “Invite” method
12. How to find users by join date?
Use the export feature with date filters or sort by the “Created On” column.
13. Can I search using partial names?
Yes, across multiple fields like name, email, and username.
14. What’s the difference between left and right filters?
- Left: Text filters (name, email) - Right: Dropdowns (employment type, status)
15. What are the export formats?
CSV and Excel.
16. Can I export specific users only?
Yes, apply filters before exporting.
17. How frequently should I back up user data?
Weekly or monthly, depending on team size and activity.
18. New user not appearing?
Try refreshing the page and check for creation errors.
19. Can’t delete a user?
Some users may be protected. Use “Disable” or contact an admin.
20. Can a deleted account be recovered?
No. Use “Disable” instead of deleting if unsure.
21. How to convert Contract to Full-Time?
Edit the user and change their Account Type field.
22. Web push notifications not working?
Check browser settings and allow notifications for the site.
23. Why is the user list loading slowly?
Use filters to limit results or export data for offline review.
24. Do more users affect performance?
Not significantly, but periodic cleanups can help maintain speed.

📌 Summary​

To manage users effectively:

  • Secure access rights
  • Follow workflows
  • Keep records current
  • Communicate via system notifications