Managing Users

Overview

A user is initially assigned a role at the time they are invited to WorkSight FLOW. This role includes their permissions for the system. These roles may be changed or updated by a Super Administrator once the user has logged into the system for the first time.

A user can be both a user and an employee or can be just a user, without an employee profile.

For information on setting up an employee in FLOW, see Creating and Managing Employee Information. 

Note: Roles are managed separately from the users. see Role Permissions

User profiles can be accessed by a Super Administrator or Administrator in Settings>Settings>Users.

Assign a role when inviting a user

Users are the people who work with schedules, time off requests, timecards, play different roles in setting up and managing your workforce management workflow. Employees can be associated with users, but not all users need to be associated with employees.

There are currently six default roles specified in FLOW: Super Administrator, Administrator, Manager, Clerk, Employee, and none. Each have different permissions. see Role Permissions

If you’re ready to invite another person to join your account:

1. Click the Invite to FLOW+ button at the bottom of the sidebar.
   
2. In the dialog box, specify their email address and choose their role.
   • If the chosen role is Employee, Flow verifies whether it is an existing employee email address.  If the email address cannot be found, an Employee field is added to the dialog. Once the user picks an Employee, the email field on their employee profile is filled in.
     
3. Click Send Invite.

Once your teammate confirms the invitation from the email sent to them and completes the sign-up process, they can hit the ground running and start viewing or tracking time using the browser or mobile apps.

To Change a User's Role or Information

You can change the roles of existing users in their User profile. This will grant them the role's permissions. (see Role Permissions)

1. In your FLOW account, click your profile icon in the upper-right corner of the page header, then select Settings.
2. In the left sidebar menu, navigate to Settings... Users.
3. In the list, click on the name of the User you wish to update:
   The user profile will appear in the right-hand panel
   
   
   
4. Click the Roles drop-down in the right panel.
   
5. Choose the role's name.
   Note: In addition to the default roles, all customized roles will appear in this list
6. Change any other User fields that require updating.
7. Once done, click Save.

User Actions

To take action on a role:

1. Click the three-dot (…) icon in the right pane and select from the user options menu.

From here you can:

1. Add a User Defined Field
2. Delete User

To Add a User Defined Field

User-Defined Fields (UDFs) can be added to users to include other details to the user profile, such as comments. The UDF will appear on all User Profiles.

From the User Options Menu (…), choose User Defined Fields.

For more details, see: Creating and Managing a User Defined Field (UDF)

To Delete a User

If a User has left the organization or no longer needs access to the system you can delete them. They will no longer be able to log into FLOW.

To delete a user from the right pane:

1. Select the user you wish to remove in the users list.

2. Click the three-dot icon from the right pane.

3. Select Delete User.

4. A Remove confirmation message appears:
   

5. Click Yes. The User is successfully removed.
   
6. If a User returns to the organization you can re-invite the user.