👥 User Management
Central management of users, roles, and access rights
Available for User Administrators
User management allows you to add, manage, and assign roles to users. It is exclusively available for users with the global role "User Administrator".
With user management, you can perform the following actions:
• Add and configure new users
• Assign global and limited roles
• Temporarily deactivate users
• Permanently delete users
Add User
Click on "Add User" in the user management to open the dialog for creating a new user.
The following fields are mandatory when creating a new user:
• First Name: The user's first name
• Last Name: The user's last name
• Email Address: Each email address can only be used once in the system
Email communication enabled
If enabled, the new user will automatically receive a welcome email with all important login information.
Require password change on first login
The user must change their password upon their first login. This option is only available if email communication is enabled.
⚠️ Important for Monitoring and Coaching
For a user to be available for monitoring or coaching, they must be assigned to at least one project and one group. These assignments define the organizational affiliation of the user.
Login Options
• With SSO: If Single Sign-On (SSO) is enabled, the user can log in with it immediately after creation
• Without SSO: The user logs in with their own password or requests a new password via "Forgot password"
Role Assignment
Via the role management, you define which permissions and visibility a user has in the system.
Access to role management
Click on the "Roles" icon in the "Actions" column in the user overview to open the role management for the respective user.
Role Types
• Global Roles: Apply system-wide without restrictions
• Limited Roles: Have a defined scope (e.g., specific projects or groups)
You can assign multiple roles to a user simultaneously. For limited roles (e.g., Coach), you define which users they can see and manage.
🔒 Super Administrator Rule
There must always be at least one super administrator present in the system.
Super administrators can only be edited by other super administrators.
Deactivate User
By deactivating, you can temporarily exclude a user from the system without deleting their data.
What happens during deactivation?
• The user can no longer log into the system
• They are no longer available for monitoring or coaching
• All user data remains fully intact
• The deactivation can be reversed at any time
💡 Tip
Use deactivation for employees on parental leave, long-term illness, or during temporary project breaks.
Delete User
Deleting a user is a permanent action that irrevocably removes all associated data.
⚠️ Warning: Irrevocable Action
• All user data is permanently deleted
• This action cannot be undone
• Check carefully whether deactivation is not sufficient
Recommendation
Only use the delete function if:
• The user was created by mistake
• Data protection reasons require deletion
• You are sure that no historical data is needed anymore
Further Articles
Need further support?
Our support team is happy to help. Contact us via the support portal.