The User Management module is a centralized interface for managing system users. It empowers authorized personnel (PMO/Admin) to perform operations such as creating, editing, suspending, importing, and exporting users. This ensures seamless access management, structured team assignment, and accountability tracking for all system users.
User Management enables authorized personnel (PMO/Admin) to:
- Create, edit, suspend, and manage users
- Import/export users in bulk.
- Assign roles, teams, and reporting hierarchies.
- Maintain secure, role-based access.
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.
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
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.
Bulk Actions
4.1 Import Users
Purpose: 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.
Validation:
- Mandatory fields are required for each row.
- Duplicate or invalid email addresses will be rejected.
- Errors will be shown row-wise with reason.
Post-condition:
- Valid users will be added.
- Rows with errors will not be imported and user will be notified.
4.2. Export Users
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
Search and Filter
Purpose: To help users locate specific records quickly.
Available Filters:
- Role
- Designation
- Team
- Status
- Reporting Manager
Steps:
- Enter text in the search bar to filter by name/email.
- Apply filters by selecting values from dropdowns.
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)
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 |
- 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
- Edit an existing role to update permission matrix
- All users under that role will inherit the updated permissions
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.
