Managing Users
Managing Users
Administrators, executives, and department heads create and maintain user accounts. This page covers adding people, editing their details, and the lifecycle actions that take a user from onboarding through offboarding (or deletion).
Adding a user
Open Add User from the directory (visible to admin/exec only). The creation form is deliberately short — only the essentials are captured up front, and the rest is filled in later by editing the profile.
| Field | Required | Notes |
|---|---|---|
| First name | Yes | |
| Last name | Yes | |
| Yes | Becomes the login and where the welcome email is sent | |
| Job title | No | |
| Department | No | Includes an inline quick-add to create a department on the fly |
| Role | No | EMPLOYEE, DEPARTMENT_HEAD, ADMINISTRATOR, or EXECUTIVE |
Who can create whom
| Creator role | Can create |
|---|---|
| Department head | Employees (and within their scope) |
| Administrator | Employees, department heads, administrators |
| Executive | Any role, including another executive |
Only an EXECUTIVE can create another EXECUTIVE. User creation is also subject to your plan's user limit.
What a new user gets
When you create a user, the system automatically:
- Sends a welcome / setup email with a token valid for 14 days.
- Forces a password change on first login.
- Marks the email as not yet verified.
- Grants default leave balances — the org's default annual allowance plus 10 sick days.
- Sets profile completeness to 60.
Editing a user
Open a user and choose Edit. The Edit modal is organized into tabs:
| Tab | What you edit |
|---|---|
| Profile | Core personal identity fields |
| Contact | Email, phone, address, etc. |
| Employment | Job title, division, department, manager, work location, employment type, dates, employee ID, payroll ID, role, active flag |
| Allowance | Leave allowance |
| Holidays | Public-holiday assignment |
| Schedule | Working schedule |
Setting role, department, and manager
- Role and Department are on the Employment tab (Department also has the inline quick-add at creation time).
- Manager (
reportsTo) is set on the Employment tab and is admin/exec only. The manager drives the org chart and the person's Direct Reports list. - Division is a free-text field that sits above department.
User lifecycle actions
From a user's record, the following actions are available (to admin/exec):
| Action | Effect |
|---|---|
| Offboard | Begins offboarding for a departing employee |
| Reactivate | Restores a previously offboarded / inactive user |
| Permanently delete | Removes the user account entirely |
| Resend credentials | Re-sends the welcome / setup email |
| Reset 2FA | Clears the user's two-factor configuration so they can re-enroll |
| Reset welcome | Re-issues the first-login setup flow |
Troubleshooting & notes
- I want to import a spreadsheet of employees. Not supported — add users one at a time. The directory's CSV/Excel/PDF is export-only.
- A new user can't do everything yet. New users must set a password (forced on first login) and verify their email before some features become available.
- The welcome link expired. The setup token is valid for 14 days — use Resend credentials / Reset welcome to issue a fresh one.
- I can't assign the Executive role. Only an existing executive can create or assign another executive.
- The manager dropdown is disabled for me. Editing the manager (
reportsTo) is restricted to admins and executives.
Directory & Profiles
Browse the people directory and org chart, and understand the employee profile, its tabs, inline editing, and PII privacy gating.
HR Records
Compensation, bonuses, job history, certifications, visas, education, languages, assets, emergency contacts, notes, and custom fields & tabs.