Help Center

Getting Started

Admin Settings (Indigo: V3)

Overview of user management

Introduction

User management in Engagedly allows admins to manage employee information and access securely within the platform. This includes creating and updating profiles, defining roles and permissions, and organizing employees into departments, business units, and locations.

Effective user management helps:

Streamline administrative tasks
Enforce access control
Maintain a secure and structured system

Manage the following features under “User Management”:

Add and manage users (Employees)

1.1. Manage employees
1.2. Update existing employees
1.3. Activate blocked employees
Roles and permissions
2.1. Add a new role
2.2. Manage a role
2.3. Assign a role
2.4. Manage role assignments
Add and manage departments
3.1. Add a new department and assign admins
3.2. Manage departments and admins
Add and manage business units
Add and manage employee types
Add and manage locations
Add and manage job titles

1. Add and manage users (Employees)

Add and manage employees, track their activities, and view active and blocked employees.

Navigate to Settings > User Management > Users.

Click ADD at the top right.
Select one of the options:

NEW USER: Manually add employees.
IMPORT USERS: Import employees in bulk. Learn more in Update existing employees.
View Integrations: Import employees from HRIS platforms.

3. Click CONTINUE.

Notes:

Always download the latest Excel template before importing employees to ensure compatibility with the current system format.
When importing or syncing users from an HRIS platform, ensure that the single-select and multi-select custom field types match with the mapped custom field options in Engagedly.
If an employee's hire date or birthdate is February 29, our system automatically considers it as February 28 in non-leap years. Any 30-day, 60-day, or work anniversary reviews based on the hire date are also conducted on February 28 during non-leap years.

1.1. Manage employees

After adding employees, you can manage them as required.

For each employee:

Click the Edit icon to update the employee’s information.
Click the Overflow Menu for additional actions:

- Impersonate: Log in as the selected employee to test roles, permissions, or data access without affecting real employee data.
- Assign Permission: Grant specific permissions to the selected employee. Learn more in Roles and Permissions.
- Block User: Block or reactivate the employee. Learn more in Activate blocked employees.
- Mark as Site Administrator: Assign administrative privileges to selected employee, delegating platform-wide responsibilities while maintaining control.
- Mark as CXO: Grant CXO-level access to selected employees, providing appropriate levels of authority.
- Resend Login Credentials: Send login credentials again if an employee has forgotten them.
- Change Password: Update the password for the selected employee in the organization.
- Change Source: Change the data source to update employee data synced from an HRIS platform (such as BambooHR, ADP, or Namely).

📒Note: When you change an employee’s source on Engagedly, their information no longer syncs from the HRIS platform, even if the user sync process is triggered.
If you change the source back to the original HRIS platform, Engagedly overwrites any manual changes with the data from the HRIS during the next sync.

- Manage Documents: Upload employee documents and optionally notify their manager during the upload process.
- Edit Profile Picture: Update the employee’s profile picture.

1.2. Update existing employees

Update existing employee information in bulk.

Navigate to Settings > User Management > Users.

Click ADD at the top right.
Select IMPORT USERS and click CONTINUE.
Select Update Existing Users.

💡Tip: Select Add Users if you want to import new employees.

📒Note: Ensure to select the correct import option. If you try to add new employees using “Update Existing Users” or update existing employees using “Add Users”, the system displays an error.

1.3. Activate blocked employees

Block employees when required, providing a reason. Blocked employees cannot access the platform or receive notifications.

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

For each employee, click the Overflow Menu and select Activate the User.

📒Note: Blocking an employee removes all reporting relationships. When reactivating them, you must reassign their reporting information for them to appear in their manager’s team.

2. Roles and permissions

Engagedly offers various roles and permissions across all modules. You can define roles, assign them to employees, and manage their permissions. This ensures each employee has the appropriate access to features and data in the platform.

Navigate to Settings > User Management > Roles and Permissions.

2.1. Add a new role

Engagedly offers default roles and also allows creating custom roles with permissions tailored to your organization’s needs.

Click NEW ROLE at the top right.
Enter the role name and description.
Select the required permissions for the role.
Click ADD to save the role.

After creating the role, assign it to employees.

2.2. Manage a role

After creating roles, update or delete them as required.

On the left, select a role you want to manage.
On the right, click the Overflow Menu next to the role.
Select Edit to update the role's details and permissions or Delete to remove it.

2.3. Assign a role

Assign new or existing roles to employees based on their role-specific permissions.

On the left, select a role you want to assign.
On the right, click + Assign role and search for employees.
Select employees and click SAVE to confirm the assignment.

2.4. Manage role assignment

After assigning roles, remove the permissions assigned to employees.

On the left, select a role you want to manage.
Click the employee initials in the “Assigned To Users” field.
Click the Delete icon and click SAVE.

For detailed documentation on each role and its permissions, contact our support team.

3. Add and manage departments

Group employees based on their operational areas by organizing them into departments, facilitating better collaboration, streamlined workflows, and efficient resource allocation across the organization.

Navigate to Settings > User Management > Departments.

The system displays a list of departments, their members, and assigned department admins. Department admins can manage their respective departments.

3.1. Add a new department and assign admins

Click ADD DEPARTMENT at the top right.
Enter the department name.
Search and select employees to assign as department admins and click ADD.

3.2. Manage departments and admins

Click the Overflow Menu next to the department name for additional actions.

Edit: Edit the department name, and add or remove an admin.
Delete: Remove the department.

2. Hover over the department and click MANAGE to open the department page.

Perform additional actions as required:

Add employees to the department.
Edit employees’ profiles.
Export employees’ data from the department.
Manage individual employees (such as impersonate, assign permissions, and other actions)

4. Add and manage business units

Group employees by business functions to streamline reporting and permissions.
Navigate to Settings > User Management > Business Units.

5. Add and manage employee types

Categorize employees based on type, such as full-time, intern, or contractor.
Navigate to Settings > User Management > Employee Types.

6. Add and manage locations

Group employees by geographical location for region-specific configurations.
Navigate to Settings > User Management > Locations.

Departments, Business Units, Employee Types, and Locations share the same actions and management workflow, including adding, editing, deleting, managing, and assigning admins. For detailed steps, refer to Add and manage departments.

7. Add and manage job titles

Assign job titles to employees to provide clarity about their roles and responsibilities.