User Management

User management handles the creation, modification, and administration of user accounts in the system. This guide covers user lifecycle management.

Overview

User management enables you to:

• Create user accounts
• Manage user profiles
• Assign roles and permissions
• Control user access
• Track user activity
• Handle user lifecycle

Accessing User Management

Navigate to Settings → Users to manage user accounts.

Understanding Users

User Types

Type	Description
Standard	Regular system user
Admin	Administrative access
API	Integration user
Guest	Limited access

User Status

Status	Description
Active	Can log in
Inactive	Temporarily disabled
Locked	Locked due to policy
Pending	Awaiting activation

User Profile

Field	Description
Username	Login identifier
Email	Email address
Name	Full name
Department	Organization unit
Manager	Reporting to
Role	Access role

How-To Guides

How to Create Users

Creating New User

1. Go to Settings → Users
2. Click New User
3. Enter details:

Field	Required
Username	Yes
Email	Yes
First Name	Yes
Last Name	Yes
Department	No
Role	Yes

4. Set initial password or invite
5. Configure options
6. Save user

User Creation Options

Option	Description
Send Invite	Email activation link
Set Password	Admin sets password
Require Reset	Force password change
Active	Immediately active

How to Manage User Profiles

Editing Profile

1. Open user record
2. Click Edit
3. Update information:
   • Personal details
   • Contact info
   • Department
   • Manager
4. Save changes

Profile Fields

User Profile: john.smith

Personal Information:
├─ First Name: John
├─ Last Name: Smith
├─ Email: [email protected]
├─ Phone: +1 555-0100
└─ Employee ID: EMP001

Organization:
├─ Department: Sales
├─ Position: Sales Manager
├─ Manager: Jane Doe
└─ Location: New York

System:
├─ Username: john.smith
├─ Role: Sales Manager
├─ Status: Active
└─ Last Login: Jan 23, 2026 9:15 AM

How to Assign Roles

Role Assignment

1. Open user profile
2. Go to Roles tab
3. Select role(s):
   • Primary role
   • Additional roles
4. Save assignment

Multiple Roles

Users can have:

• One primary role
• Multiple secondary roles
• Permissions combine
• Highest access wins

How to Deactivate Users

Deactivation Process

1. Open user record
2. Click Deactivate
3. Select reason:
   • Left company
   • Temporary leave
   • Security concern
   • Other
4. Confirm deactivation
5. User cannot log in

Deactivation Effects

• Cannot log in
• Active sessions ended
• Assignments retained
• Data preserved

How to Handle Password Resets

Admin Reset

1. Open user profile
2. Click Reset Password
3. Choose method:
   • Send reset email
   • Set temporary password
4. User notified
5. Must change on login

Self-Service Reset

1. User clicks "Forgot Password"
2. Enters email
3. Receives reset link
4. Sets new password
5. Can log in

How to Import Users

Bulk Import

1. Go to Settings → Users → Import
2. Download template
3. Fill in user data:

username,email,first_name,last_name,department,role
jsmith,[email protected],John,Smith,Sales,sales_user
mjones,[email protected],Mary,Jones,Finance,finance_user

4. Upload file
5. Review mapping
6. Import users

Import Options

Option	Description
Send Invites	Email all new users
Skip Existing	Don't update existing
Update Existing	Merge with existing
Validate Only	Check without import

How to Export User Data

Export Users

1. Go to Settings → Users
2. Apply filters (optional)
3. Click Export
4. Select format:
   • CSV
   • Excel
   • PDF
5. Download file

Export Fields

Select fields to include:

• Basic info
• Contact details
• Organization
• Roles
• Activity

How to Track User Activity

Activity Log

View per user:

• Login history
• Actions taken
• Data accessed
• Changes made

Activity Report

User Activity: john.smith
Period: Last 30 days

Logins: 22
Actions: 456
Documents: 89 created, 234 edited
Last Login: Jan 23, 2026 9:15 AM

Recent Actions:
├─ Created Invoice INV-2026-0145
├─ Updated Contact: Acme Corp
├─ Viewed Report: Sales Summary
└─ Approved Order: SO-2026-0089

How to Manage User Groups

Creating Groups

1. Go to Settings → Users → Groups
2. Click New Group
3. Enter:
   • Group name
   • Description
   • Members
4. Save group

Group Uses

• Email distribution
• Access control
• Workflow assignment
• Reporting

Advanced Features

Single Sign-On (SSO)

External authentication:

• SAML 2.0
• OAuth 2.0
• Active Directory
• LDAP

User Provisioning

Automated management:

• Auto-create from SSO
• SCIM provisioning
• HR system sync
• Lifecycle automation

Delegation

Temporary access:

• Out-of-office
• Approval delegation
• Access delegation
• Time-limited

User Analytics

Track patterns:

• Login frequency
• Feature usage
• Productivity metrics
• Adoption tracking

Best Practices

👥 Account Management

• Regular review
• Prompt deactivation
• Clear naming
• Complete profiles

🔐 Security

• Strong passwords
• Unique usernames
• Least privilege
• Regular audits

📋 Documentation

• Record changes
• Note reasons
• Maintain history
• Compliance records

🔄 Lifecycle

• Onboarding process
• Regular reviews
• Offboarding checklist
• Access termination

Configuration

User Settings

Navigate to Settings → Users → Settings:

• Fields - Profile fields
• Validation - Requirements
• Defaults - Default values
• Options - Feature toggles

Authentication Settings

• Password Policy - See Security
• SSO - External auth
• 2FA - Multi-factor
• Sessions - Session rules

Notification Settings

• Welcome Email - New users
• Reset Email - Password reset
• Activity Alerts - Suspicious activity
• Expiry Notices - Password expiry

Troubleshooting

Common Issues

Cannot create user

• Check required fields
• Verify email unique
• Review username rules
• Check license limits

User cannot log in

• Verify account active
• Check password correct
• Review lock status
• Check IP restrictions

Password reset not working

• Verify email correct
• Check spam folder
• Review email config
• Try admin reset

Permissions not applying

• Check role assignment
• Verify role permissions
• Review group membership
• Clear cache

Next Steps

Learn about Roles & Permissions to configure access control.