User Management

Overview

The User Management section allows administrators to create, edit, and manage all users in the organization. You can configure employment details, leave settings, job history, and more from a centralized location.

Prerequisites

• You must have Admin role to access User Management
• Departments must be set up before assigning users to departments
• Working patterns should be configured if you want to assign them during user creation

Accessing User Management

1. Log in to your CitoHR account with Admin credentials
2. Click on Admin in the main navigation menu
3. Select Users from the admin menu

Creating a User

Follow these steps to create a new user account:

1. On the Users page, click the "Add User" button in the top right corner
2. Fill in the Personal Information section:
   • First Name (required)
   • Last Name (required)
   • Email address (required, must be unique)
   • Phone number (optional)
3. Configure Employment Details:
   • Select a department from the dropdown
   • Choose a manager (optional)
   • Select the user role (USER, MANAGER, or ADMIN)
   • Choose a working pattern if applicable
4. Set Account Settings:
   • Enter a password (or leave blank to send password reset email)
   • Select account status (ACTIVE or INACTIVE)
   • Toggle "Send notification email" if you want the user to be notified
5. Click "Create User" to save

Viewing a User Profile

1. Navigate to the Users page
2. Click on the user's name in the table
3. The user profile will open, showing all available sections in the left sidebar

Adding Jobs to a User

Track job history and position changes for a user:

1. Open the user's profile by clicking their name
2. Navigate to the "Jobs" tab in the left sidebar
3. Click the "Add Job" button
4. Fill in the job details:
   • Job Title (required)
   • Department (required)
   • Start Date (required)
   • End Date (optional, leave blank for current position)
   • Employment Type (Full-time, Part-time, Contract, etc.)
   • Salary (optional)
5. Click "Save" to add the job entry

Configuring Leave Approvers

Set up who can approve leave requests for a user:

1. Open the user's profile
2. Navigate to the "Leave" tab
3. Scroll down to the "Leave Approvers" section
4. Click the "Add Approver" button
5. Select an approver from the dropdown menu (shows all users with MANAGER or ADMIN roles)
6. Click "Save" to add the approver
7. Repeat steps 4-6 to add additional approvers if needed

Editing User Information

Update user information from the profile page:

1. Open the user's profile
2. Navigate to the section you want to edit (Personal, Employment, Salary, etc.)
3. Click the "Edit" button or click directly on editable fields
4. Make your changes
5. Click "Save" to apply changes

Searching and Filtering Users

Find specific users quickly:

1. On the Users page, locate the search bar at the top
2. Type the user's name or email address to search
3. Use the Department dropdown to filter by department
4. Use the Status filter to show only Active, Inactive, or Pending Approval users

Approving Users

Activate user accounts that are pending approval:

1. Navigate to the Users page
2. Find users with INACTIVE or PENDING_APPROVAL status
3. Click the "Approve" button next to the user's name
4. Confirm the approval in the dialog that appears

Bulk Operations

Perform actions on multiple users at once:

1. On the Users page, select multiple users using the checkboxes in the first column
2. Click the "Bulk Actions" button that appears
3. Choose an action from the dropdown:
   • Export - Export selected users to CSV
   • Approve - Approve multiple pending users
   • Deactivate - Deactivate multiple users
   • Delete - Delete multiple users (use with caution)
4. Confirm the action in the dialog

Sending Password Reset

1. Open the user's profile
2. Click the "Send Password Reset" button in the user header section
3. Confirm that you want to send the password reset email
4. The user will receive an email with instructions to reset their password

Understanding User Statuses

Users can have one of the following statuses:

• ACTIVE - User can log in and use the system normally
• INACTIVE - User account exists but requires admin approval before access
• PENDING_APPROVAL - User has registered but is waiting for admin approval

Related Features

• Organization Management - Learn how to manage departments and organizational structure
• Leave Management - Understand how leave requests work with approvers
• My Profile - See what users can view and edit in their own profiles