Overview of User Management

User management is efficiently and securely managing user-related activities within the system. Admins can access user management, which involves creating, configuring, and managing user accounts, defining roles and permissions, organizing users into departments or business units, assigning job titles, specifying employee types, and managing user access to various resources. User management ensures access control, streamlines administrative tasks, and maintains a secure and organized system.

You can access the following features in user management:

1. Users
2. Roles & Permissions
3. Departments
4. Business Units
5. Job Titles
6. Employee Types
7. Locations

Navigate to Settings > User Management.

1. Users (Employees)

You can add and manage the user accounts, track their activities, and view the number of active and blocked users.

You can add and manage the users of your organization.

1. Select Users, click ADD at the top right, and select the option as required.
2. Click NEW USER to manually add users, IMPORT USERS to import users in bulk, or View Integrations to sync users from HRIS platforms, and click CONTINUE.

After adding users, all active employee fields you have added to the sections are available in the AG grid.

In the employee's profile, you can provide multiple custom fields. However, if you add the custom field type as a document, the employee documents are available on their manage profile page, resource center, and talent profile.

You can update the employees' field data when updating their profile information.

All active employee fields are available in the sample template, allowing you to enter employees’ information when importing them.

Click the Overflow Menu at the top right and select the option as required.

• Manage Columns: All active employee fields are available in Manage Columns. However, only the selected fields in the Manage Columns are visible in the AG grid. You can manage the columns as required.
• Export: You can export the employees' information. Only the selected fields in Manage Columns are exported.

In each employee field,

• Click the Edit Icon to upadate their information.
• Click the Overflow Menu for additional actions, such as
  
  • Impersonate: You can impersonate any employee within the organization for testing roles, permissions, functionality, or data access, ensuring compliance within the system without affecting real employee accounts.
  • Assign Permission: You can assign any permission to anyone in the organization. Learn more in Roles and Permissions.
  • Block User: You can block and activate the employees.
  • Mark as Site Administrator: You can mark anyone in the organization as a site administrator, effectively delegating administrative responsibilities while maintaining security and control.
  • Mark as CXO: You can mark anyone in the organization as a CXO, effectively delegating appropriate levels of authority.
  • Resend Login Credentials: You can resend login credentials if the employees forget them.
  • Change Password: You can change the password for any employee within the organization.
  • Change Source:  You can update the employee information synced from an HRIS platform such as BambooHR, ADP, or Namely by changing the employee’s source. You can also click the Edit Icon for any employee, to update their information.

• • Manage Documents: You can upload the employee documents and notify their manager while uploading.
  • Edit Profile Picture: You can edit the employee's profile picture. 

Block and activate employees

You can block the employees any time if required. You have to provide a reason for blocking them. Blocked employees cannot access the site and do not get notifications about the system's activities.

You can activate the blocked employees.

Navigate to Settings > User Management > Users > Blocked Users.

On each employee field, click the Overflow  Menu at the top right, and select Activate the User.

2. Roles and Permissions

User management allows you to assign users to different roles, controlling what actions they can perform and what data they can access. You can add a new role and assign permissions as required.

1. Select Roles and Permissions, click NEW ROLE, and type the name and description of it.
2. Select the permissions that you want to assign to the new role and click ADD.

After creating a role, you can assign it to the employees. Each role has different capabilities.

You can also add employees to the existing roles.

1. On the left, select the role you want to assign, and on the right, click + Assign role and search the employees.
2. Click Enter on your keyboard to select the employee, and click SAVE.

You can edit and delete the assigned permissions.

1. On the left, select the role you want to edit or delete.
2. On the right, click the Overflow Menu and select Edit or Delete as required.

You can remove the permission assigned to the employees.

  1.   Click the user initials in the Assigned To Users field.

  2.   Click the Delete Icon and click SAVE.

If you want to understand each role with the user capabilities, contact our support team for documentation.

3. Departments

You can group the individuals based on their operational areas within the organization. You can organize the users into departments, facilitating better collaboration and resource allocation within the organization.

You can add and manage the departments of your organization.

• Select Departments and click ADD DEPARTMENT at the top right.
• Click the Overflow Menu on each department field, and select Edit or Delete as required.
• Hover over any department and click MANAGE, redirecting you to the respective department page for additional actions.

• On each department page,
  • Click ADD to add employees to the department.
  • Click the Overflow Menu at the top right and select Manage Columns and Export as required.
  • Click the Edit Icon to edit the employee profile details.
  • Click the Overflow Menu on each employee field for additional actions.

4. Business Units

You can organize the users based on their business units, which helps to assign tasks and manage workflows.

You can add and manage the business units of your organization.

• Select Business Units and click ADD BUSINESS UNIT at the top right.
• Click the Overflow  Menu on each business unit field, and  select Edit or Delete as required.
• Hover over any business unit and click MANAGE, redirecting you to the respective business unit page for additional actions.

• On each business unit page,
  • Click ADD to add employees to the business unit.
  • Click the Overflow Menu at the top right and select Manage Columns and Export as required.
  • Click the Edit Icon to edit the employee profile details.
  • Click the Overflow Menu on each employee field for additional actions.

5. Job Titles

You can assign job titles to users, providing clarity of their roles and responsibilities.

You can add and manage the job titles of your organization.

• Select Job Titles and click ADD at the top right.
• Click the Settings Icon at the top right to enable or disable the job title settings.
  • Add different competencies to various job titles.
  • Set targets for the competencies.
• Click the Overflow  Menu at the top right and select Export Job Titles.

You can add responsibilities, requirements, competencies, and skills for each job title.

• Click the job title on the left pane, click the Overflow Menu in the job title field, and select Edit or Delete as required.

6. Employee Types

You can categorize users based on their employment status.

You can add and manage the employee type of your organization.

• Select Employee Types and click ADD at the top right.

• Click the Overflow  Menu on each employee type field, and select Edit or Delete as required.
• Hover over any employee type and click VIEW the employees in it, redirecting you to the respective employee type page for additional actions.

• On the employee type page,
  • Click the Overflow Menu at the top right and select Manage Columns and Export as required.
  • Click the Edit Icon to edit the employee profile details.
  • Click the Overflow Menu on each employee field for additional actions.

7. Locations

Locations refer to the geographical sites where users may be located, such as offices, branches, or remote work locations.

You can add and manage the locations of the employees within the organization.

• Select Locations and click ADD LOCATION at the top right.

• Click the Overflow  Menu on each location, and select Edit or Delete as required.
• Hover over any location and click VIEW the employees in it, redirecting you to the respective location page for additional actions.

• On each location page,
  • Click the Overflow Menu at the top right and select Manage Columns and Export as required.
  • Click the Edit Icon to edit the employee profile details.
  • Click the Overflow   Menu on each employee field for additional actions.

User management is a fundamental aspect, empowering the admins to control access, maintain security, and streamline administrative processes, ensuring a well-organized and secure environment for all users within the organization.