- Create, edit, suspend, and manage users
- Import/export users in bulk.
- Assign roles, teams, and reporting hierarchies.
- Maintain secure, role-based access.
1. Accessing the User Management Module
- Navigation Path: From the dashboard, go to Staff > Users
- User Roles with Access:
- PMO
- Admin
- Purpose: To maintain up-to-date records of all system users and manage their access, roles, and team associations.
2. User List Interface
Upon accessing the Users section, a tabular list of all registered users is displayed with the following columns:- Full Name
- Email Address
- Designation
- Role
- Team
- Reporting Manager
- Status (Active / Suspended)
- Actions (Edit, View)
- Search bar for quick lookup by name or email
- Sorting and filtering options
- Pagination support for large data sets
3. Managing Users
3.1. Add New User
Purpose: To create a new user profile with necessary access rights.
Steps to Add a User:
- Click on the “Add New User” button.
- Fill in the required details:
- Full Name (mandatory)
- Email Address (mandatory, unique)
- Designation
- Role (select from dropdown: Admin, User, PMO, etc.)
- Team (optional)
- Reporting Manager (select from dropdown)
- Click on Save to create the user.
Validation Rules:
- Email must be unique and in correct format.
- Mandatory fields must not be empty.
- Role assignment is required.
3.2. View User Details
Purpose: To view complete information about a user in a non-editable format.
Steps:
- Click on the View icon beside the user’s name.
- A read-only modal or screen displays user details such as:
- Designation
- Role
- Team
- Reporting Manager
- Status
3.3. Edit User Details
Purpose: To update the profile or role of an existing user.
Steps:
- Click on the Edit icon next to the desired user.
- Update editable fields such as:
- Designation
- Role
- Team
- Reporting Manager
- Status (Active/Suspended)
- Click Update/Save to apply changes.
Validation: Same as in “Add User”
3.4. Suspend or Deactivate User
Purpose: Temporarily revoke a user’s access to the system without deleting their data.
Steps:
- Open the user’s Edit screen.
- Change Status from “Active” to “Suspended”.
- Click Save.
System Behavior:
- Suspended users will be unable to log in.
- Upon login attempt, they will see the message: “Your account status is inactive. Please contact support.”
Reactivation:
- Follow the same steps and switch status back to Active.
Note: Deletion is currently disabled via UI to preserve data integrity and audit trail.
4. Bulk Actions
4.1 Import UsersPurpose: Allows batch onboarding of multiple users using a CSV file.
Steps:- Click on “Import Users”.
- Download the provided CSV Template.
- Fill in the required user information:
- Full Name
- Role
- Team
- Reporting Manager
- Upload the completed file back into the system.
- Click Import.
- Mandatory fields are required for each row.
- Duplicate or invalid email addresses will be rejected.
- Errors will be shown row-wise with reason.
- Valid users will be added.
- Rows with errors will not be imported and user will be notified.
Purpose: Export the current list of users for offline reporting or backup.
Steps:- Click on the Export button (CSV/Excel).
-
The system generates a downloadable file including:
- Name
- Role
- Team
- Designation
- Status
- Reporting Manager
5. Search and Filter
Purpose: To help users locate specific records quickly.
Available Filters:- Role
- Designation
- Team
- Status
- Reporting Manager
- Enter text in the search bar to filter by name/email.
- Apply filters by selecting values from dropdowns.
6. Managing Clients
Clients are external users who may need limited or view-only access to project data.
Add a Client
- Go to StaffàClients → Add New Client
- Provide:
- Team
- Status
- Send invitation with login credentials or shared dashboard link (not active for now)
7. Managing Roles & Permissions
KaryaKeeper supports customizable Role-Based Access Control (RBAC).
🧱 Default System Roles
|
Role |
Description |
|
Admin/PMO |
Full control – can manage users, roles, projects, settings |
|
Project Manager |
Can manage their projects, assign tasks, monitor team |
|
Employee |
Can log time, view assigned tasks |
🛠️ Create/Edit Custom Roles
- Go to Staff→ Roles
- Click Add New Role
- Set role name and description
- Configure permissions like:
- Task Management: Create/Edit/Delete
- Project Access: Full/Limited/Read-Only
- Time Entry Access: Own/Team/All
- Report Access
- Etc.
- Save & assign role to users or user groups
🔄 Modify Role Permissions
- Edit an existing role to update permission matrix
- All users under that role will inherit the updated permissions
8. Best Practices
- Assign roles based on least privilege principle.
- Review roles quarterly for compliance.
- Prefer suspension over deletion for audit tracking.
- Validate bulk imports thoroughly before submission.
