Adding and Managing Users

Growing your team in Sederly involves more than just creating accounts. Learn the complete process of adding users, managing invitations, and ensuring proper onboarding for maximum productivity.

## User Addition Overview ### Before Adding Users Prepare the following information before creating user accounts: #### Required Information: - **Full Name**: Employee's complete name - **Email Address**: Unique email for login (must not already exist in system) - **Role Assignment**: Appropriate role based on job responsibilities - **Branch Access**: Which locations the user should access #### Optional Information: - **Phone Number**: Contact number for the user - **Employee ID**: Internal identifier - **Department**: User's department or team - **Manager**: Reporting manager - **Start Date**: Employment start date ## Step-by-Step User Creation ### Adding a New User #### Navigation to User Management: 1. **Log in** to Sederly with admin privileges 2. **Navigate to Settings** in the sidebar 3. **Click on "Users"** in the settings menu 4. **Click "Add New User"** button #### Completing User Information: 1. **Enter Full Name**: Type the employee's complete name 2. **Add Email Address**: Enter unique email address for login 3. **Set Phone Number**: Add contact phone number 4. **Choose Employee ID**: Enter internal employee identifier (optional) 5. **Select Department**: Choose appropriate department 6. **Add Job Title**: Enter position title ### Role and Permission Assignment #### Selecting User Role: - **Organization Owner**: Full system access (use sparingly) - **Manager**: Branch management and reporting access - **Staff**: Order processing and customer service - **Accountant**: Financial data and reporting access - **Production**: Order fulfillment and preparation #### Branch Assignment: 1. **Primary Branch**: Select main working location 2. **Additional Branches**: Add other accessible locations 3. **Access Level**: Set full or limited access for each branch 4. **Temporary Access**: Set time-limited access if needed #### Custom Permissions: If using custom roles: 1. **Select Custom Role**: Choose from created custom roles 2. **Modify Permissions**: Adjust specific permissions if needed 3. **Review Access**: Verify all permissions are appropriate 4. **Save Configuration**: Apply role and permission settings ### Invitation Process #### Sending Invitation: 1. **Review Information**: Double-check all entered information 2. **Add Welcome Message**: Include personalized welcome message (optional) 3. **Set Expiration**: Choose invitation expiration time (default: 7 days) 4. **Send Invitation**: Click "Send Invitation" to email user 5. **Confirm Sent**: Verify invitation was sent successfully #### Invitation Email Contents: The invitation email includes: - **Welcome Message**: Personalized greeting - **Account Information**: Username and temporary access details - **Activation Link**: Secure link to set up account - **Instructions**: Step-by-step activation guide - **Support Contact**: How to get help if needed - **Expiration Notice**: When invitation expires ## User Activation Process ### User's Activation Steps #### What Users Need to Do: 1. **Check Email**: Look for invitation email (check spam folder) 2. **Click Activation Link**: Follow link in invitation email 3. **Set Password**: Create secure password meeting requirements 4. **Complete Profile**: Add optional profile information 5. **Accept Terms**: Agree to terms of service and policies 6. **Verify Email**: Confirm email address if required 7. **Access System**: Log in with new credentials #### Password Requirements: - **Minimum Length**: 8-16 characters - **Complexity**: Mix of uppercase, lowercase, numbers, symbols - **Uniqueness**: Cannot reuse recent passwords - **Strength**: System provides strength indicator ### Troubleshooting Activation #### Common Issues: - **Email Not Received**: Check spam folder, verify email address - **Link Expired**: Resend invitation with new expiration - **Password Issues**: Ensure password meets requirements - **Browser Problems**: Try different browser or clear cache - **Technical Errors**: Contact support for assistance #### Resending Invitations: 1. **Find User**: Locate user in Users list 2. **Check Status**: Verify status shows "Pending" 3. **Click "Resend"**: Send new invitation email 4. **Update Expiration**: Set new expiration time if needed 5. **Notify User**: Inform user to check email again ## User Management After Creation ### Monitoring New Users #### User Status Tracking: - **Pending**: Invitation sent, not yet activated - **Active**: Account activated and user can log in - **Inactive**: Account deactivated - **Suspended**: Temporarily restricted access #### First Login Support: - **Welcome Tour**: Provide system orientation - **Basic Training**: Cover essential functions - **Mentor Assignment**: Pair with experienced team member - **Check-in Schedule**: Regular progress meetings - **Resource Access**: Provide training materials and documentation ### Updating User Information #### Modifying User Details: 1. **Find User**: Locate user in Users list 2. **Click "Edit"**: Open user editing interface 3. **Update Information**: Modify necessary fields 4. **Change Role**: Update role if responsibilities change 5. **Adjust Permissions**: Modify access as needed 6. **Save Changes**: Apply updates to user account #### Common Updates: - **Contact Information**: Phone, email, address changes - **Role Changes**: Promotions or job changes - **Branch Access**: Adding or removing location access - **Permission Adjustments**: Fine-tuning access levels - **Status Changes**: Activating, deactivating, or suspending ## Bulk User Management ### Adding Multiple Users #### Bulk Import Process: 1. **Download Template**: Get CSV template for user data 2. **Prepare Data**: Fill template with user information 3. **Validate Data**: Check for errors and duplicates 4. **Upload File**: Import CSV file to system 5. **Review Results**: Check import results and errors 6. **Send Invitations**: Bulk send invitations to new users #### Template Fields: - **Name**: Full name (required) - **Email**: Email address (required, must be unique) - **Phone**: Phone number (optional) - **Role**: User role (required) - **Branch**: Primary branch (required) - **Department**: Department name (optional) - **Employee ID**: Internal ID (optional) ### Bulk Operations #### Available Bulk Actions: - **Bulk Role Assignment**: Change roles for multiple users - **Bulk Branch Access**: Modify branch access for groups - **Bulk Status Changes**: Activate/deactivate multiple users - **Bulk Invitation Resend**: Resend invitations to pending users - **Bulk Permission Updates**: Apply permission changes to groups ## Best Practices ### User Addition Guidelines #### Security Best Practices: - **Principle of Least Privilege**: Give minimum necessary access - **Regular Access Reviews**: Quarterly review of user permissions - **Prompt Deactivation**: Remove access for departing employees - **Strong Authentication**: Encourage strong passwords and 2FA - **Activity Monitoring**: Track user login and activity patterns #### Onboarding Excellence: - **Preparation**: Have accounts ready before employee start date - **Documentation**: Provide comprehensive user guides - **Training Schedule**: Plan structured training program - **Mentor Assignment**: Pair new users with experienced staff - **Feedback Collection**: Gather feedback on onboarding process ### Common Mistakes to Avoid #### Setup Errors: - **Wrong Role Assignment**: Giving inappropriate access levels - **Missing Branch Access**: Forgetting to assign branch access - **Duplicate Accounts**: Creating multiple accounts for same person - **Incomplete Information**: Missing required contact information - **Delayed Invitations**: Not sending invitations promptly #### Management Issues: - **Forgotten Pending Users**: Not following up on pending invitations - **Outdated Information**: Not updating user information when it changes - **Excessive Permissions**: Giving more access than needed - **Poor Documentation**: Not documenting user access decisions ## Troubleshooting ### Common User Addition Issues #### Email Problems: - **Duplicate Email**: Email already exists in system - **Invalid Format**: Email format is incorrect - **Delivery Issues**: Invitation emails not being delivered - **Spam Filtering**: Invitations going to spam folder #### Permission Issues: - **Insufficient Rights**: Admin doesn't have permission to add users - **Role Conflicts**: Selected role conflicts with branch access - **License Limits**: Reached maximum user limit for plan - **Branch Restrictions**: User can't access required branches #### Technical Issues: - **System Errors**: Technical problems during user creation - **Browser Issues**: Browser compatibility problems - **Network Problems**: Connectivity issues during process - **Database Errors**: Backend database problems ### Getting Help #### Support Resources: - **User Management Guide**: Comprehensive documentation - **Video Tutorials**: Step-by-step video guides - **Support Team**: Direct assistance with complex scenarios - **Community Forum**: Connect with other administrators ## Quick Reference ### User Addition Checklist - [ ] Gather required user information - [ ] Determine appropriate role and permissions - [ ] Create user account in system - [ ] Assign branch access - [ ] Send invitation email - [ ] Follow up on activation - [ ] Provide onboarding support - [ ] Schedule training sessions ### Important Reminders - Always verify email addresses before sending invitations - Follow principle of least privilege for permissions - Document role assignment decisions - Monitor pending invitations and follow up - Provide adequate training and support for new users