Adding New Users

TABLE OF CONTENTS

• Adding a New User
• Username Configuration
• Admin Access
• Password Rules
• Group Membership
• Filtering Options
• Profile / User Details

New system users are automatically granted access to all standard areas of the system, excluding administrative sections. Each section displays data specific to the user based on their assigned access rights. For example, the Home section will display only the approvals and tasks assigned to the user or to the group they belong to.

Adding a New User

To create a new user profile in the system, follow these steps:

1. Navigate to the Admin Tools area. 

2. Then click User Management.

3. Navigate to the Users Tab

   • Select the Users tab from the main navigation.

4. Add a New User

   • Click Add New User.

5. Enter User Details

   • Non-mandatory fields:

     • Lock this account – Immediately disables the user’s ability to log in while retaining their profile and historical data in the system.

     • General Tab Readonly – Restricts the user’s ability to edit fields on the General tab, allowing only view access.

     • Hide in Team Sections – Prevents the user from being visible in team selection menus and team listings.

     • Hide Receive task and approval reminder email digests – Disables daily or weekly email digests reminding the user of outstanding tasks and approvals.

     • Hide Receive email notification each time you are assigned a task – Stops automatic emails from being sent when new tasks are assigned to the user.

     • Hide Receive email notification each time you are @mentioned – Suppresses notifications when the user is tagged with an @mention in comments or discussions.

     • Auto send user login details – Automatically emails the user their login credentials when the account is created.

     • Timesheet Ingest User – use this to toggle the user between manual and ingest timesheet entry.

     • Completion on login – Requires the user to complete a designated action (such as updating profile details or accepting terms) the next time they log in.Include an optional message if desired.

   • Mandatory fields:

     • Enter core details such as name, email, and FTE (Full-Time Equivalent).

       Note: FTE is typically set to 9, representing a 40-hour working week with 1-hour daily lunch breaks.

6. Save the User

   • Click Save to complete the initial user creation.

7. Set Initial Password

   • Enter an initial password for the user.

   • Upon their first login, the user will be prompted to create their own secure password.

8. Enable Notifications (Optional)

   • Tick Reminder Notifications if the user should receive email reminders of tasks.

   • Notification behavior is configured in the Notification Centre.

Username Configuration

The system can be configured to auto-populate usernames with the user’s email address when their details are saved. This helps prevent inconsistencies when creating usernames.

• When enabled, the User Name field will be locked and auto-filled.

Admin Access

The Admin Access tab defines the user’s administrative privileges.

• Use this section to grant or restrict admin-level access as appropriate.

Password Rules

In the Password Rules tab, the system administrator can set policies to enhance security:

• Configure password reset intervals (e.g., force a reset every 60 days).

• This feature is optional and may not be enabled in every system.

Group Membership

The Group Membership tab is available in every user profile and serves two functions:

1. Review Membership

   • Quickly view which groups the user belongs to.

2. Assign or Remove Memberships

   • Add or remove the user from multiple groups at once.

Filtering Options

• Filter where user is a member – toggle between showing all groups in the system vs. only those the user belongs to.

• Filter where user is nested – shows whether a user is a direct member of a group or nested through group hierarchy.

Next to each group name, a count indicates the total number of users in that group.

Profile / User Details

The User Details tab stores additional user information, such as:

• Office Locations

• Emplotee Status

• Expertise

• Other configurable profile fields

These details are managed using a Profile form in the Form Builder.

Tip: Review group memberships and admin access carefully when onboarding a new user to ensure they have the correct permissions from the start.