Access Level: SuperAdmin, Admin ONLY
All users or employees are managed through this page. This is where you can create new users or import new users in bulk, information about each employee, enable/disable their accounts, and modify the job description of each employee.
Both Super admin and admin have access to the user’s page. The only difference between the 2 users is the super admin has full access control. It has the added capability to import bulk users by using the import function and assign Admin/Manager to users.
Admin View – Users
User’s Page features
- Search and Filter function
– Search and Filters are implemented to help the super admin and admin perform quick searches of users. The filter function allows the super admin and admin filter users by department, employment status, and/or Active/inactive status.
- Assigning of Supervisor by Bulk
– This feature allows the super admin or admin the capability to assign a single supervisor to multiple users.
- + New User button
– Super admin and admin can add a new user through the “+ New User” button. Required fields should be filled to successfully save the newly added user.- First Name and Last Name fields are both required.
- Email address is also a required field and should be a valid email address.
- Job Title field is optional and can be left as blank.
- Company Department is a non-required field but is an important field to fill, users are usually categorized by departments.
- Role of each user should be defined – Super Admin, Administrator, Supervisor, employee
- Employment Status may be listed as Regular, Probationary, Outsourced or fixed-term.
- Newly added users should receive a welcome email to their registered email address.
- Export Users button
– Super admin and admin can export all users or specific users by using the filter functions shown on the pop-up window.- Export filter by Users
- Export filter by Employment Status
- Export filter by Active/Inactive Status
- Export by Department
** When all filter categories are filled, the system checks the data as <AND>, so if the data provided does not meet all the categories, then it will export an empty sheet.
- Import Users button – SUPER ADMIN ACCESS ONLY
– The import functionality is available for the Super Admin ONLY that enables the mass import of Users. See “How to Import” instruction below
- Invite Users
– Super Admin and Admin now have the ability to invite one or multiple users by simply inputting their email addresses and separate each email address with a comma.
Invited users will receive an email from the system where they can set their user profile and password so they can start accessing the platform. Invited users are defaulted to employees and regular employees. - Invalid email addresses will be skipped and won’t be added.
- Pending Invites
– This page shows all the pending invites where user can resend the invites.
- Edit Users Information
– To edit the user’s information, click the “Action icon” and select Edit. Clicking save will update the user’s information in real-time.
- Disable/Enable Users
– Enabled employees are displayed under “Active” Users Status, disabled users are moved to “Inactive” users.
– Once a user is disabled, he/she would not be able to log in again to the system.
– Disabled users can be re-enabled by the super admin and admin, and that gives them access to the platform again.
- Delete Users
– Users that are no longer connected to the company, should have their access revoked. To do so, account deletion should be done.
- Assigning Admin/Manager
– Assigning of Admin to specific users is allowed by clicking the “+Add” button under the “Admin/Manager” column.
- Assigning Supervisor
– Assigning a Supervisor to specific users is allowed by clicking the “+Add” button under the “Supervisor” column.
- Adding job Description
– The job description of each employee should be kept up to date in the system as this will be used during evaluations.
– Job Title and Job Summary should be filled with the corresponding job description per role and position
– Key Responsibilities can be added by clicking the “+add” button below the Summary field
– Job descriptions can be downloaded as a PDF file.
- Award Points
– Super admin and admin can manually award points to employees by clicking the “Give Points” under the Action column.
- Resend Welcome Email
– One of the newest added features for users is the capability to resend welcome emails. There are times that the email sent to newly created user(s) gets lost, and with this new feature, it’ll be easier to resend an email for user verification
How to import Users:
To import a User or Users to the platform, a template in CSV format is provided and can be downloaded when you tick the “Import” button, You can download the template here. in the Users Page.
The downloaded CSV file requires each field to be correctly filled out for successful import. Superadmin can import between 1 – 999 users. Please NOTE that only New Users import is allowed. The system validations for existing/new users is through their email addresses. The updating of existing users is still out of scope.
Import User Fields:
First Name – This is a required field – The first name should not be empty, or the import user will not be successful.
Last Name: This is also a required field – The last name should not be empty, or the import user will not be successful.
Email: This field shouldn’t be empty, and should consist of a unique email address. The system validates the email address if the user you’re trying to import already exists in the system – if yes, then it will skip the user and proceed to the next user validation.
Employment Status: It’s a required field wherein you identify the user’s employment status, either regular, probationary, outsource, or fixed-term.
Role: It’s a required field wherein you need to input the user’s role whether it’s Admin, Supervisor or an Employee.
Position: You can identify the user’s position or leave it as is (Job Title).
Department: You can either input the user’s department (make sure it is an existing department) or you can leave the text as is “Department Name”. You can also import multiple departments and separate each with a comma.
Supervisor: This is where you can input the user’s supervisor name (make sure it is an existing supervisor and the name is correctly inputted), or you can leave the text as is “Supervisor Full Name”.
Responsibilities: SuperAdmin can now add the job description responsibilities of the user by simply adding it to the sheet and use && for the next responsibility.
Once all fields are correctly filled out – you can now upload the CSV file and click the import button to successfully import your users. Successfully imported users should be shown on the users’ list and users should receive a welcome email to their registered email addresses.