User Management

We360.ai user management — administer employee directories, team structures, and monitoring access levels.

Scaling a workforce requires a robust, structured approach to identity management. The User Management section is where administrators build the digital replica of their company's org chart.

Features

Directory & Teams

• User Directory: Invite new employees individually or via bulk CSV upload. Here, you can define their reporting manager, assign them to a team, and set their default workspace policies.

• Teams & Designations: Group similar users (e.g., "Engineering", "Sales") into Teams to enable bulk reporting and group-based access filtering. You can also formalize job titles using the Designations feature.

• Custom Fields: Every organization is unique. We360.ai allows you to create Custom Fields (e.g., "Employee ID", "T-Shirt Size", "Internal Department Code") to attach specialized metadata to user profiles.

Roles & Permissions

Security and data privacy are paramount. Roles define exactly what a user can see and do within the portal.

• Pre-defined Roles: The system includes standard Roles like Tenant Owner (full access), Tenant Manager (team-level management), and Tenant User (can only view their own data).

• Role-Based Access Control (RBAC): Fine-tune access by granting specific permissions. For example, you can allow a manager to approve Leaves for their team, but deny them access to view Productivity Reports.

How-to Guides

Adding a Single User

1. Navigate to Settings > User Management > Users tab.

2. Click the Add User button at the top right.

3. A sidebar drawer appears with fields for First Name, Last Name, Email, Date of Birth, Date of Joining, Phone, Gender, Role, Designation, and Team. Fields marked with an asterisk (*) are mandatory.

4. A work email address is required to create the user; without it the account cannot be created.

5. Under the Team dropdown, the Default team is pre-selected. You can reassign the user to a custom team later.

6. Click Submit to add the user. The user list updates with the new entry showing Name, Email, Team, Role, and Status.

Bulk Import via CSV

1. In the Users tab, click the kebab menu icon and select Bulk Import.

2. A dialog appears with three sections:

   • Upload CSV file -- Click Choose File and select a .csv file (max 100 KB). The parsed data previews in a table.

   • Download Sample -- Download a sample CSV to see the required format before preparing your own file.

   • Fields Description -- Shows mandatory fields (Email, First Name, Last Name, Role, Team) and non-mandatory fields (Gender, Designation, Date of Birth, Date of Joining, Phone).

3. Click Validate. If validation passes, the Import button becomes active. Fix any flagged errors in the table or re-upload a corrected file.

4. Click Import to create the users.

5. Import history is available in the Bulk Import Logs table showing date, status, total, failed, and success record counts.

Editing a User Profile

Each user row has a kebab menu icon with a Modify User option. Clicking it opens a sidebar drawer containing the user's basic details and tracking settings, all of which can be edited.

Activating or Deactivating Users

Administrators can activate or deactivate users individually or in bulk.

Bulk method:

1. Select users via the checkboxes in the user list.

2. Click the Activate or Deactivate button that appears at the top.

Individual method:

1. Click the kebab menu icon next to the target user.

2. Select Deactivate (or Activate, if the user is currently inactive).

Managing Designations

1. Navigate to Settings > User Management > Designations tab.

2. The tab displays a table of existing designations with Name, Description, and Created At columns.

3. Click Add Designation at the top right, fill in the Name and Description, and click Submit.

4. To edit, click the Action button on any designation row and modify the fields in the popup.

Create designations before adding users, since Designation is a mandatory field during user creation.

Managing Teams

The Teams section in Settings displays a hierarchical list of teams on the left and team details on the right. Each team has three tabs:

• Team Info -- Set the productivity rules policy and shift assignment for the team via dropdown selectors.

• Members -- View employees split into "In this Team" and "Not in this Team" lists. Use the plus icon (+) to add members, or the kebab menu to change a member's team or promote them to manager. An employee can belong to only one team, but a team may have multiple managers.

• Settings -- Configure team-level tracking parameters (see Tracking Parameters below).

To create a team: Click Add Team, fill in the Team Name and Description, then confirm.

To assign or change a team manager:

1. Open the target team and switch to the Members tab.

2. Locate the employee (they must already be in the team).

3. Click the kebab menu next to their name and select Make Manager.

Tracking Parameters (Team & User Level)

Both team settings and individual user settings expose the same tracking parameters. User-level values default to the team setting but can be overridden per user via Modify User > Settings.

Parameter	Type	Description
Tracking	Toggle	Switch off to stop all tracking for the team or user.
Capture Screenshots	Toggle	Enable periodic screenshot capture.
Screenshot Frequency	Dropdown	Interval between screenshots (1 min to 2 hours). Only active when Capture Screenshots is on.
Livestream	Toggle	Enable real-time screen viewing.
App & URLs	Toggle	Track application and URL usage.
Keyboard Mouse	Toggle	Track keyboard and mouse activity metrics (no keystroke logging). Requires App & URLs to be on.
Idle Timeout Popup	Dropdown	Duration of inactivity before an idle-check popup appears (1 min to 2 hours).
Active Threshold	Dropdown	Duration within which the user is considered active (30 seconds to 3 minutes).
Auto Punchout Threshold	Dropdown	Duration of inactivity after which the user is automatically punched out (1 min to 2 hours).
Portal Access	Toggle	Grant or revoke access to the web portal dashboard.