User Management Guide
This guide explains how to use the User Management system to create, manage, and administer user accounts within the Zupians support platform. The system provides comprehensive user lifecycle management with role-based permissions, activity monitoring, and security controls for organizational user administration.
🌐 Overview
The User Management system provides comprehensive user administration capabilities. It empowers administrators to:
- Create and manage user accounts with detailed profile information and role assignments
- Control user permissions and access through role templates and security settings
- Monitor user activities and login patterns for security and compliance tracking
- Configure notification preferences for individual users across multiple channels
- Manage team assignments and departmental organization structures
- Maintain user verification status and account security controls
Access Requirements
Authorized user can access and manage user accounts and system settings.
🧭 User Management Layout
The User Management interface includes:
- User List Management Panel displaying all registered users
- User Creation and Editing Forms for account management
- User Profile Settings Interface for detailed account configuration
- Activity Monitoring Dashboard for user behavior tracking
📂 Navigation Structure
Settings → User Management
The User Management section provides centralized access to all user administration functions and account management tools.
📋 User List Management
User List Display
The User List presents all registered users in a comprehensive tabular format:
User Information Columns
| Column | Description |
|---|---|
| S.No | Serial number for easy reference and identification |
| First Name | User's first name |
| Last Name | User's last name |
| User's login email address | |
| Official Email | User's official work email address |
| User Name | Unique username for system login |
| Verification Status | Shows "Verified" badge for verified users |
| Designation | User's job title or role within organization |
| Department | Department assignment for organizational structure |
| Actions | Management options and user-specific actions |
Available User Actions
From the action menu (three-dot icon), you can perform:
- Profile – View complete user profile with all account details
- Edit – Modify user information and account settings
- Disable – Temporarily restrict user account access
- Delete – Permanently remove user from the system (use with caution)
- Mark Unverified – Remove verification status requiring re-verification
Search & Filter Capabilities
You can efficiently manage users using:
- Search functionality to find users by name, email, or username
- Filter options to narrow results by various user criteria
- Refresh controls to reload the user list with current data
- Export functionality to download user data for external analysis
➕ Creating New User Accounts
User Creation Process
- Click ADD USER button in the top-right corner of the interface
- Complete required fields marked with red asterisk (*)
- Configure account settings including permissions and roles
- Set initial password and verification requirements
- Assign department and designation for organizational structure
- Click SAVE to create the user account
Required User Information
Personal Details (Required)
- First Name – User's given name
- Last Name – User's family name
- User Name – Unique identifier for system login
Contact Information (Required)
- Email – Primary email for login and system communications
- Mobile Number – Contact phone number with country code
- Country Code – Default set to 91 for India
Work Information (Required)
- Department – Select from available organizational departments
- Designation – Choose from available job titles and roles
Account Security (Required)
- Password – Strong password meeting system requirements
- Confirm Password – Password confirmation for accuracy
- Account Type – Select appropriate account classification
- Status – Set to Active by default for immediate access
Optional Information Fields
- Middle Name – Additional name information if applicable
- Official Email – Secondary work email address
- Working Shift – Assigned work schedule information
⚙️ User Account Management
User Profile Configuration
Account Information Management
- User profile display with avatar showing user initials
- Full name and role information presentation
- Last active timestamp for activity monitoring
- Account status controls for enabling/disabling access
Role Template Assignment(on Row Click)
- Testing Permissions – Configure specific testing-related access rights
- Moderator Role – Assign moderator-level system access and capabilities
- Custom Role Templates – Apply organization-specific permission sets
- Role Modification – Update role assignments based on changing responsibilities
User Settings Configuration
Notification Preferences
Configure notification delivery across multiple channels:
- SMS Notifications – Text message alerts and updates
- Phone Notifications – Voice call alerts for critical events
- WhatsApp Notifications – Messaging app notifications and updates
- Email Notifications – Email-based alerts and communications
- WebPush Notifications – Browser-based push notification delivery
Team Assignment Management
- Email Team – Toggle assignment to email support team
- WhatsApp Team – Toggle assignment to WhatsApp support team
- Cross-Team Assignments – Configure multi-team participation
- Team Role Definition – Specify role within assigned teams
📊 User Activity Monitoring
Activity Tracking Dashboard
User Activity Log Features
- Activity type tracking (User Login, Profile Updates, System Access)
- Timestamp recording for all user actions and system interactions
- Device information including operating system and browser details
- Browser specifications with version information for compatibility tracking
- IP Address logging for security monitoring and access verification
- Action status reporting with success/failure indicators
Activity Filtering Options
- All Activities – Comprehensive view of all user actions
- Authorized Activities – Successfully completed and verified actions
- Unauthorized Activities – Failed attempts and security incidents
- Search Functionality – Locate specific activities using keywords
- Pagination Controls – Navigate through activity history efficiently
Security Monitoring
Login Access Management
- Authorized login attempts tracking for normal access patterns
- Unauthorized access attempts monitoring for security threats
- Login pattern analysis for unusual activity detection
- Session management with timeout and security controls
Profile Security Controls
- Profile Visibility Settings – Control public/private profile status
- Profile Update Access – Toggle user's ability to modify own profile
- Time Limit Controls – Set daily activity limits for users
- Work Schedule Management – Configure off days and availability
🔗 Integration Management
External Service Connections
Available Integrations
- Google Meet – Video conferencing integration for meetings
- Google Calendar – Calendar synchronization for scheduling
- Zoom Integration – Alternative video conferencing platform connection
- Custom Integration Options – Organization-specific service connections
Integration Configuration Process
- Select integration service from available options
- Click CONNECT button to initiate connection process
- Complete authentication with external service credentials
- Verify integration status and test functionality
- Configure integration settings for optimal performance
✅ Best Practices
User Account Management
- Regular account reviews to ensure all user accounts remain current and necessary
- Verification status maintenance ensuring all users maintain "Verified" status for security
- Appropriate department assignments for accurate organizational structure
- Strong password enforcement when creating new accounts and during updates
Security and Compliance
- Activity monitoring through regular review of user activities for suspicious patterns
- Timely access management by disabling or removing accounts for departing users
- Role template accuracy ensuring users have appropriate permissions for their responsibilities
- Documentation maintenance keeping records of all account changes and modifications
System Optimization
- Performance monitoring of user activities and system resource usage
- Integration management ensuring external service connections remain functional
- Notification optimization balancing information delivery with user experience
- Access control review periodic assessment of user permissions and role assignments
❓ Frequently Asked Questions (FAQ)
1. Who can access the User Management system?
Only authorized administrators with specific User Management permissions can access and modify user accounts and settings.
2. What happens when a user account is disabled?
Disabled users cannot log into the system but their data and account history are preserved for potential reactivation.
3. Can users modify their own profile information?
Profile modification capabilities depend on the "Profile Update Access" setting configured by administrators for each user.
4. How long are user activity logs retained?
Activity logs are typically retained based on organizational policies and compliance requirements, often for audit and security purposes.
5. Can user roles and permissions be modified after account creation?
Yes, administrators can modify role templates, permissions, and team assignments at any time through the user management interface.