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Managing Users in Your Organization

Administration > User Management for Organization Admins: creating users with department, section, user type, approval chain and groups, then editing, deactivating and deleting.

Org AdminSuper AdminLast reviewed 03 Aug 2026

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Managing Organizations

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Groups and Approval Delegations

Organization Admins manage their own staff at Administration > User Management. This is a different screen from the Super Admin user list: it only ever shows users belonging to one organization, and it collects the extra detail the portal needs — department, section, position, employee number, user type, approval chain and group membership.

Super Admins can open it as well and pick which organization to work on from the Organization: dropdown under the page title.

Before You Start

The create form requires a Department and a User Type, and both come from Administration > Admin Dashboard. Set at least one of each up before adding people. Sections and groups are optional but are also created there (groups at Administration > Groups).

Creating a User

  1. Click Add User. The Create New User dialog opens.
  2. Enter Full Name and Email Address (both required).
  3. Enter a Password. It must be at least 8 characters and contain an uppercase letter, a lowercase letter and a number. The server rejects anything weaker with a message naming the missing element. The user signs in with exactly this password.
  4. Optionally add Phone Number and Employee Number.
  5. Choose a Department (required). A Section dropdown then offers the active sections of that department, if any.
  6. Enter a Position (required) and choose a User Type (required). The user type's permission list is copied onto the new user.
  7. Build the Approval Chain if this person's requests need approvers. Pick people from + Add Approver; they approve in the order shown, and you can reorder with the up and down arrows or remove with the cross. A purple summary panel shows the resulting chain.
  8. Tick any User Groups the person belongs to. If none exist yet the box says No groups available. Create groups first.
  9. Click Create User.
No welcome email is sent. The dialog has a Send welcome email with login instructions checkbox, but nothing is emailed — the setting is not passed to the server and the server does not send mail on user creation. Give the person their password yourself.

The User List

The table shows User (with email and employee number), Department & Position, Role (plus the approval chain underneath when one is set), Status and Last Login, 20 rows to a page. Click the User, Role or Last Login headers to sort. On a phone the same records are shown as cards.

Search by name, email or employee number. The Filters button reveals dropdowns for Role, Department and Status; the Status filter includes Has Approvers as well as Active Only and Inactive Only. Four counter tiles show Total Users, Active, Has Approvers and Inactive.

Editing, Deactivating and Deleting

  • Edit — the blue pencil icon opens the user's own detail page, where you can change their profile, department, approval chain and groups.
  • Deactivate / Activate — the padlock icon. This flips the user's status. Note that it records the status only; it does not disable their sign-in account.
  • Delete — the red bin icon, then Delete in the Confirm Delete dialog. This removes the user record permanently and cannot be undone.
Delete here is permanent and leaves the sign-in account behind. Unlike the Super Admin screen there is no archive-and-restore. The user record is removed outright, while the Firebase Authentication account stays. Prefer deactivating unless you are sure.

Bulk Upload

The green Bulk Upload button opens a dialog for creating several organization users at once, using the departments and user types already defined for the selected organization. Existing email addresses in the organization are detected so duplicates are not created.

Tip: Create your approvers first, without approval chains, then create everyone else. The + Add Approver dropdown only lists users who already exist in the organization.