# User Management 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. {% hint style="info" %} Create designations before adding users, since Designation is a mandatory field during user creation. {% endhint %}
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. |
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