User Management

Overview

The User Management module is your central hub for managing all users of your organization within the timesheet application. User in context of timesheet application is an employee or a staff member of the organization. This comprehensive module allows administrators to:

Add and manage users with different roles and permissions
Send invitation emails to add new users automatically
Track user status (Active/Inactive) and project assignments
Import/Export user data for bulk operations
Copy users from platform with access to other applications but not to Timesheet application
Monitor pending invitations and resend when needed

Pro Tip

Your available features may vary based on your user role (Global Administrator, Project Administrator, or Normal User).

Adding Users

Open Add User Dialog

Click the "Add" button in the top-right corner

Fill User Information

Add User Dialog

Complete the following required fields:

Field	Requirements	Example
First Name*	Letters only, max 50 chars	`John`
Last Name*	Letters only, max 50 chars	`Smith`
Email*	Valid email, max 50 chars	`john.smith@company.com`
Role*	Select from dropdown	`User` or `Project Administrator`

Note

Fields marked with * are required

Submit the Form

Click "Send Invite" to create user and send invitation email
OR
Click "Cancel" to close without saving

Success Confirmation : After successful user creation :

✅ Success message : "Invitation Link successfully sent to the user."
📧 Invitation email sent automatically to the user
🔄 User list refreshes to show the new entry in "Invited Users" tab

Add User Dialog

Invited Users

The Invited Users tab shows all pending user invitations.

User Management Navigation

Invitation Status Types

Invitation Sent: Email sent, awaiting user response
Expired: Invitation has timed out (if applicable)

Resending Invitations

Sometimes users don't receive or lose their invitation emails.

How to Resend

Locate the User in the Invited Users tab
Click the mail icon (📧) next to their name under the Actions column
Confirm the action if prompted
Success confirmation appears

When to Resend

Original Invitation link is expired
User reports not receiving the invitation email
Original email went to spam/junk folder
Invitation email was accidentally deleted

Pro Tip

Before resending, ask the user to check their spam/junk folder first.

Viewing Users

The Active Users tab displays all confirmed users in your system.

User Name : First and last name combined
Role : User's assigned role(s)
Status: Active or Inactive indicator
Actions: Available operations (Edit, Delete, More options)

Search and Filtering

How to Search by Name

Locate the search box in the top-left area
Type the user's name (first or last name)
Results filter automatically as you type
Search is case-insensitive and matches partial names

Search Examples

Search: "john" 
Results: John Smith, Johnny Doe, Johnson Miller

Search: "smith"
Results: John Smith, Sarah Smith, Mike Smith

Search Tips

Search works on both first and last names
Partial matches are supported
Special characters and numbers are ignored
Clear the search box to show all users again

Filter by Status : Below are the available status options

User Management Navigation

How to Use Status Filter

Click the Status dropdown
Select desired status:
- All: Shows both active and inactive users
- Active: Shows only active users
- Inactive: Shows only deactivated users
Results update immediately

How to Filter by Role

Note: Role filtering is only available to Global Administrators.

Click the Role dropdown
Select specific role from the list:
- All: Shows users with any role
- Global Administrator: Shows only global admins
- Project Administrator: Shows only project admins
- User: Shows only regular users
Results update automatically

Role-Based Visibility

👨‍💼 Global Administrator:
  - Can filter by any role
  - Sees all users regardless of role

👨‍💻 Project Administrator:
  - Role filter not available
  - Only sees users with "User" role

Combined Filtering

Filters work together to narrow results:

Example: Search="john" + Status="Active" + Role="User"
Result: Shows only active users named John with User role

Editing User

Locate the User
- Use search or filters to find the specific user
- Look for the edit icon (✏️) in the Actions column

Open Edit Dialog

Click the edit (pencil) icon next to the user's name

Modify Information
- Editable fields: First Name, Last Name, Role
- Non-editable field: Email (grayed out for existing users)
- Make your changes in the form

Save Changes

Click "Save" to update user information
OR
Click "Cancel" to discard changes

Edit Restrictions

Email addresses cannot be changed for existing users
Inactive users cannot be edited (edit button will be disabled)
Some roles may have restrictions on what they can edit

Deleting User

Warning

This action permanently removes the user and cannot be undone.

Initiate Deletion

Click the delete icon (🗑️) next to the user

Confirmation Dialog
- Message: "Are you sure you want to delete this user?"
- Click "Delete" to confirm permanent removal
- Click "Cancel" to abort
Post-Deletion
- User is permanently removed from system
- All associated data may be affected
- Success message confirms deletion

Deactivate & Reactivate User

When to use: When you want to disable a user's access without losing their data.

Access Deactivate Option

Click the three-dot menu (⋮) → Select "Deactivate User"

Confirm Action
- Review the confirmation dialog
- Click "Yes" to confirm deactivation
- Click "No" to cancel
Result
- User status changes to "Inactive"
- User cannot log in but data is preserved
- Can be reactivated later if needed

View Project Allocation

Track which project users are assigned to and their assignment duration.

Access Method

Find the user in the Active Users table
Click three-dot menu (⋮) next to their name
Select "Project Allocation"
View popup dialog with allocation details

Allocation Information Display

User Management Navigation

Start Date: When the user was assigned to the project
End Date: When the assignment ends/ended
Project Name: Full name of the assigned project
Status: Current assignment status

➤ Active: Currently working on project

➤ Completed: Assignment finished

No Allocations Message

If a user has no project assignments:

💼 "User is not allocated to any project."

Use Cases for Project Allocation

Workload Management: See how many projects a user is handling
Resource Planning: Plan future assignments based on current load
Historical Tracking: Review past project assignments
Capacity Planning: Identify available users for new projects

Data Management

Export user data as Excel files for reporting and backup purposes.

User Management Navigation

How to Export

Access Export Menu

Click the three-dot menu (⋮) in the top-right corner
→ Select "Export"

Export Process
- File generates based on current filters
- Download starts automatically
- Default filename: Userexport.xlsx
Export Content
- All visible user information
- Respects active filters (status, role, search)
- Formatted for spreadsheet applications

Export File Format

| First Name | Last Name | Email | Role | Status | Created Date |
|------------|-----------|--------|------|--------|--------------|
| John       | Smith     | john@... | User | Active | 2025-08-25   |

Export Permissions

Global Administrator: Can export all users
Project Administrator: Can export all users
User: No export permissions

Bulk User Import

Import multiple users at once using Excel templates.

Step-by-Step Import Process

Download Template

Click three-dot menu (⋮) → Select "Import Template"
Downloads: userimport.xlsx

Prepare Your Data
- Open the downloaded template in Excel
- Fill in user information following the format
- Save the file

Template Format

| First Name* | Last Name* | Email* | Role* |
|-------------|------------|---------|--------|
| John        | Smith      | john@.. | User   |
| Jane        | Doe        | jane@.. | Admin  |

Upload File

Click three-dot menu (⋮) → Select file upload option
Choose your completed Excel file

Processing
- System validates all entries
- Invalid entries are reported
- Valid users are created and invited

Import Validation Rules

The system checks for:

✅ Required fields completed
✅ Valid email formats
✅ Existing email addresses (prevents duplicates)
✅ Valid role assignments
✅ Character limits respected

Handling Import Errors

Common issues and solutions:

Error	Cause	Solution
"Email already exists"	Duplicate email address	Remove or change email
"Invalid email format"	Incorrect email syntax	Fix email format
"Role not found"	Invalid role name	Use exact role names
"Missing required field"	Empty required column	Complete all * fields

Troubleshooting

Common Issues and Solutions

1. Cannot See Expected Users

Problem: User list appears empty or incomplete

Possible Causes & Solutions:

🔍 **Check Active Filters:**
   - Clear search box
   - Set status filter to "All"
   - Set role filter to "All" (if available)

👥 **Role-Based Visibility:**
   - Project Administrators only see "User" role users
   - Verify your role permissions

🔄 **Refresh the Page:**
   - Browser refresh (Ctrl+F5 / Cmd+Shift+R)
   - Clear browser cache if needed

2. Invitation Emails Not Received

Problem: Users report not receiving invitation emails

Troubleshooting Steps:

Check Email Address

Verify email spelling is correct in user record

Check Spam/Junk Folders

Ask user to check spam/junk folders
Add sender domain to safe senders list

Resend Invitation

Use the resend invitation feature
Wait a few minutes for delivery

Email Server Issues

Contact IT support if problem persists
Check email server configuration

3. Import File Errors

Problem: Bulk import fails with validation errors

Common Issues & Fixes:

Error Message	Solution
"Email already exists"	Remove duplicate emails from file
"Invalid role"	Use exact role names: "User", "Project Administrator", "Global Administrator"
"Missing required field"	Ensure First Name, Last Name, Email, and Role are filled
"Invalid email format"	Check email format: user@domain.com
"File format error"	Save file as .xlsx format

4. Cannot Edit or Delete Users

Problem: Edit/Delete buttons are disabled or missing

Possible Causes:

🚫 **User is Inactive:**
   - Inactive users cannot be edited
   - Reactivate user first, then edit

🔐 **Permission Restrictions:**
   - You can only edit users you created (Project Admin)
   - Contact Global Administrator for assistance

👤 **System Users:**
   - Some system users cannot be deleted
   - These are protected accounts

5. Project Allocation Not Loading

Problem: Project allocation popup shows error or no data

Solutions:

1. **Refresh and Retry:**
   - Close popup and try again
   - Refresh the main page

2. **Check User Status:**
   - Inactive users may have limited allocation data
   - Contact administrator if needed

3. **Permission Check:**
   - Ensure you have rights to view this user's data

Getting Additional Help

If issues persist:

Contact System Administrator
Check Application Documentation
Report Bug through proper channels
Clear Browser Cache and try again

Best Practices

1. User Account Management

Creating Users

✅ **Do:**
- Use corporate email addresses
- Assign appropriate roles based on responsibilities
- Double-check email spelling before sending invites
- Use consistent naming conventions

❌ **Don't:**
- Use personal email addresses for business users
- Assign administrative roles unnecessarily
- Create duplicate accounts for the same person

Managing User Lifecycle

🎯 **New User Process:**
1. Create user with appropriate role
2. Verify invitation email is sent
3. Follow up if user doesn't activate within reasonable time
4. Provide orientation on system usage

🔄 **User Changes:**
- Update roles when responsibilities change
- Deactivate users who leave the organization
- Don't delete users unless absolutely necessary

📋 **Regular Maintenance:**
- Review inactive users quarterly
- Clean up expired invitations monthly
- Audit user roles and permissions regularly

2. Data Management Best Practices

Export Strategy

📊 **Regular Exports:**
- Export user data monthly for backup
- Keep historical snapshots for compliance
- Use filters to create targeted reports

🔒 **Security Considerations:**
- Secure exported files appropriately
- Don't share user data unnecessarily
- Follow data privacy regulations

Import Guidelines

📝 **Template Preparation:**
- Always use the latest template
- Validate data before importing
- Test with small batches first

✅ **Quality Control:**
- Remove duplicate entries
- Standardize role names
- Verify email formats

3. Permission Management

Role Assignment Strategy

🎭 **Role Guidelines:**
- Start with minimal permissions
- Increase access as needed
- Regular permission audits

👥 **Team Structure:**
- Global Admin: 1-2 people maximum
- Project Admins: Team leads/managers
- Users: All other team members

4. Communication Best Practices

User Onboarding

📧 **Invitation Process:**
- Send invites during business hours
- Follow up within 24-48 hours
- Provide system orientation for new users

💬 **User Communication:**
- Notify users before deactivating accounts
- Explain role changes when they occur
- Provide clear instructions for system access

5. Monitoring and Maintenance

Regular Tasks

🔍 **Weekly Tasks:**
- Review pending invitations
- Check for failed invitation deliveries
- Monitor new user activations

📅 **Monthly Tasks:**
- Clean up expired invitations
- Review user status and roles
- Export data for backup/reporting

🎯 **Quarterly Tasks:**
- Audit user permissions
- Review project allocations
- Update role assignments as needed

Performance Optimization

⚡ **System Performance:**
- Use filters to reduce data load
- Export large datasets during off-peak hours
- Clear browser cache periodically

📊 **Reporting Efficiency:**
- Use appropriate filters for exports
- Save commonly used filter combinations
- Schedule regular exports for consistency

6. Security Considerations

Account Security

🔐 **Best Practices:**
- Regularly review user access
- Promptly deactivate departed users
- Monitor unusual account activity
- Use strong role-based permissions

⚠️ **Red Flags:**
- Multiple failed login attempts
- Access from unusual locations
- Inactive accounts with recent activity
- Unusual data export patterns

Conclusion

This User Management guide provides comprehensive instructions for effectively managing users in your timesheet application. By following these guidelines and best practices, administrators can maintain a secure, organized, and efficient user management system.

Last Updated: August 25, 2025 Version: 1.0 Document Type: End User Guide