User Management

# User Management Effectively manage your team members' access, track their activity, and maintain security. This guide covers day-to-day user management tasks after initial setup. ## What You'll Learn - Activating and deactivating users - Resetting passwords - Tracking user activity - Bulk user operations - Exporting user data - Managing user profiles ## Accessing User Management Navigate to: **Dashboard → Team** ## User List Overview The team page displays all users with: - Name and email - Role (Employee/Admin) - Status (Active/Inactive) - Last login date - Created date - Quick actions ### Status Indicators - **Active** (Green): Can log in and work - **Inactive** (Gray): Access disabled, history preserved - **Never logged in** (Yellow): Account created but unused ## Managing Individual Users ### Viewing User Details 1. Click on any user's name 2. See complete profile: - Contact information - Role and permissions - Activity history - Account status - Notes section ### Editing User Information 1. Click **"Edit"** next to user 2. Update available fields: - First and last name - Email address - Phone number - Role assignment - Internal notes 3. Click **"Update User"** **Note**: Users can only update their own password ## Activating & Deactivating Users ### Deactivating a User **When to deactivate** (not delete): - Employee leaves company - Temporary suspension - Seasonal staff off-season - Security concerns **Steps**: 1. Find user in team list 2. Click **"Deactivate"** 3. Confirm the action 4. User immediately logged out **What happens**: - Cannot log in - Preserves all history - Maintains audit trail - Can be reactivated ### Reactivating a User **Common scenarios**: - Seasonal staff returns - Employee rehired - Suspension lifted - Error correction **Steps**: 1. Find inactive user 2. Click **"Reactivate"** 3. User can log in again 4. All permissions restored ## Password Management ### User Forgot Password **Self-service reset**: 1. User clicks "Forgot Password" at login 2. Enters email address 3. Receives reset link 4. Creates new password 5. Automatically logged in ### Admin Password Reset **For active users**: 1. Open user profile 2. Click **"Send Password Reset"** 3. User receives email 4. Must create new password 5. Old password invalidated ### Password Requirements - Minimum 8 characters - Mix of letters and numbers - Case-sensitive - No common patterns - Changed every 90 days (recommended) ## Bulk Operations ### Selecting Multiple Users 1. Check boxes next to users 2. Or use **"Select All"** 3. Bulk actions appear 4. Choose action to apply ### Bulk Deactivate **Perfect for**: - Seasonal business closure - Department changes - Security updates - Mass suspensions **Steps**: 1. Select users to deactivate 2. Click **"Bulk Actions"** 3. Choose **"Deactivate Selected"** 4. Confirm action 5. All selected users deactivated ### Bulk Email 1. Select target users 2. Click **"Email Selected"** 3. Compose message 4. Preview recipients 5. Send to all selected ## User Activity Tracking ### Login History View for each user: - Last login date/time - Login frequency - Session duration - IP addresses - Device types ### Action Audit Trail Track user actions: - Bookings created/modified - Settings changed - Users added/removed - Reports accessed - Exports performed ### Monitoring Best Practices - Review weekly login reports - Check for unusual activity - Monitor failed login attempts - Track permission usage - Audit sensitive actions ## Searching & Filtering ### Quick Search - Search by name - Search by email - Partial matches work - Real-time results ### Advanced Filters Filter users by: - **Role**: Admin/Employee - **Status**: Active/Inactive - **Last Login**: Date ranges - **Created**: When added - **Never Logged In**: New accounts ### Saving Filters 1. Set desired filters 2. Click **"Save Filter"** 3. Name the filter 4. Access from dropdown 5. Share with team ## User Data Export ### Exporting User List 1. Apply any filters needed 2. Click **"Export"** button 3. Choose format: - CSV for Excel - PDF for reports 4. Download file ### Exported Data Includes - User names and emails - Roles and status - Creation dates - Last login times - Contact information - Custom fields ### Compliance Exports For privacy requests: 1. Search for specific user 2. Click **"Export User Data"** 3. Includes all related records 4. Encrypted download 5. Audit trail created ## Communication ### Individual Messages 1. Open user profile 2. Click **"Send Message"** 3. Type notification 4. User receives: - Email notification - Dashboard alert 5. Track delivery ### Team Announcements 1. Go to **Team** page 2. Click **"Team Message"** 3. Write announcement 4. Choose recipients: - All users - Active only - By role 5. Schedule or send ## Security Best Practices ### Regular Reviews **Monthly tasks**: - Review all active users - Check for departures - Verify role assignments - Update contact info **Quarterly tasks**: - Audit permissions - Review login patterns - Update passwords - Clean up inactive accounts ### Access Control - Principle of least privilege - Regular permission audits - Document role changes - Track admin access - Monitor sensitive data access ### Suspicious Activity **Warning signs**: - Unusual login times - Multiple failed attempts - Access from new locations - Bulk data exports - Permission escalation attempts **Response steps**: 1. Investigate immediately 2. Contact user if legitimate 3. Deactivate if suspicious 4. Reset password 5. Review audit logs ## Common Scenarios ### Employee Promotion 1. Update role to Admin 2. Provide Admin training 3. Document in notes 4. Notify team 5. Monitor initial activity ### Department Transfer 1. Review current access 2. Update role if needed 3. Change location assignment 4. Update contact info 5. Notify relevant teams ### Leave of Absence 1. Deactivate account 2. Note return date 3. Set calendar reminder 4. Preserve all settings 5. Reactivate upon return ### Contractor Access 1. Create limited account 2. Set Employee role 3. Note contract end date 4. Regular review 5. Deactivate when complete ## Troubleshooting ### User Can't Log In - Verify active status - Check email spelling - Reset password - Clear browser cache - Verify not locked out ### Missing Permissions - Check role assignment - Verify active status - Log out and back in - Clear permissions cache - Contact support ### Duplicate Accounts - Identify primary account - Transfer any data - Deactivate duplicate - Update email - Merge if needed ## Related Guides - [Adding Staff](./adding-staff.md) - Creating new users - [User Roles](./user-roles-permissions.md) - Permission details - [Team Overview](./index.md) - Team setup guide - [Security Best Practices](../06-troubleshooting/index.md) - Security guide --- *Management Tip: Regular reviews prevent security issues. Set monthly reminders to audit your user list.*