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User Management

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System Overview

The User Management module centralizes the administration of all user accounts in the platform. It allows authorized administrators to create and manage users across internal staff, customers, administrators, and subcontractors, define roles and permissions to control access, configure shifts, leave, and availability for operational planning, and organize users by tenants and groups.

By enforcing role-based access and clear user categorization, User Management ensures secure and compliant access control, clear separation between internal teams, customers, and subcontractors, and accurate assignment of tasks based on availability and role.

Navigation: Sidebar → Settings → User Management

Key Capabilities

Create and manage users across multiple user types
Define roles and granular permissions per module
Configure shifts and working time availability
Track leave and adjust assignments automatically
Organize users into logical groups for bulk operations
Support multi-tenant data segregation

Quick Start Guide​

  • Access User Management
    Navigate to: Sidebar → Settings → User Management. Review the list of existing users and their associated types, roles, tenants, and groups.

  • Define User Types & Tenant Structure
    Confirm how you will use the main User Types: Personnel (internal staff), Customer (external clients), Administrator (super users), and Subcontractor (external vendors). Align with your tenant structure.

  • Set Up Roles & Permissions
    Create or review roles such as Technician, Manager, Finance, Admin. Configure permissions for each role, controlling which modules and actions are allowed.

  • Create or Import Users
    Add new users with name, email/username, User Type, assigned Role(s), Tenant, and default namespaces. Optionally associate users with relevant User Groups.

  • Configure Shifts & Leave
    Set shift schedules (e.g., Day, Night, rotating) for technicians and subcontractors. Ensure leave tracking is enabled so unavailable users are not assigned work.

  • Organize Users into Groups
    Create User Groups (e.g., Maintenance Crew, Electrical Team, Call Center Staff). Assign users to one or multiple groups to simplify bulk assignment and planning.

User Types​

Personnel

Internal employees, technicians, supervisors, managers, back office staff

Customer

External client users for visibility, approvals, or service requests

Administrator

Super users with extended control over system configuration and security

Subcontractor

External vendor personnel delivering services under contract or SLA

Each User Type influences what data the user can access, how they appear in other modules, and how they are grouped for reporting.

Module Guide​

Users

Central workspace for managing all user accounts, profiles, and access settings.

View Module →
Roles

Define and configure roles with granular permissions for each module.

View Module →
Namespaces

Configure namespace contexts for data segregation and access control.

View Module →
Personnel Groups

Organize internal staff into teams for assignment and planning.

View Module →
Administrators Groups

Structure administrator-level users by function or region.

View Module →
Subcontractors

Manage external service provider companies and their personnel.

View Module →
Customers

Manage client organizations, contacts, contracts, and assets.

View Module →
Tenant Users

Manage users within specific tenant contexts.

View Module →
Shift Settings

Define working time patterns and shift schedules.

View Module →
Leave Management

Track user availability and manage leave requests.

View Module →
Geofences

Define geographic boundaries for clock-in/out and location-based rules.

View Module →

Persona Use Cases​

System Administrator

  • Create and maintain user accounts, roles, and tenants
  • Configure permissions for security and compliance
  • Ensure each user has correct access level and visibility

Operations / Facility Manager

  • Organize technicians, supervisors, and subcontractors into groups
  • Ensure shift and leave data are up to date for planning
  • Align user roles with operational responsibilities

HR / Workforce Coordinator

  • Track user availability, shifts, and leave
  • Support workforce planning across multiple sites and tenants
  • Reference user profiles for employment details

Client / Tenant Administrator

  • Manage users belonging to a specific customer or tenant
  • Assign roles and access within tenant boundary
  • Ensure client visibility is restricted appropriately

Key Notes​

Security & Compliance

Regular reviews of roles and permissions are recommended. Access Web and Access Mobile toggles must reflect current employment status and device policies.

Operational Accuracy

Accurate user types, shifts, and groups directly impact work assignment, SLA adherence, and reporting quality. Keep user data current to ensure reliable operations.

Multi-Tenant Governance

The tenant model ensures that each business entity can operate independently while sharing the same platform. Misconfigured tenants can lead to unintended data visibility, so tenant-user mapping should be carefully managed.