1. Adding Users Individually
- To manage Users, click on the Users tab.
- You can add new users in 3 ways. They can be added through ‘+Quick Add’, ‘+Add New User’ and ‘Import Users’. The last way is in a separate tab by itself since it deals with adding users in bulk.
- To add new users individually, click on ‘+Add New User’. In the form that opens up, fill in details like first name, last name, date of birth, email, designation etc.
- Once you are done, click on ‘Save’
- The user will be added to the user directory.
2. Adding Users through Bulk Import
- Firstly, create an Excel or CSV file with the details of the users that you want to add to the user directory.
- Utilize this format: First Name, Last Name, Email ID).
- Go to ‘Settings’ and select ‘User Management’.
- Click on the ‘Bulk Import’ tab.
- Select ‘Upload from computer’ and select the file that you want to import users from.
- Click on ‘Upload’
- If you have already specified the headers in your file, then click on ‘Import’
- If not, check the box against ‘Check if no header is specified’ and map the headings to the relevant columns.
- Then click on ‘Import’.
Once you add the users to the directory, the users will receive an email with a link to ‘Set Password’. Please note that this link will expire in 48 hours or once it has been used.
When importing users, a secondary manager can be mapped to the employee now by just using their employee ID.
Tip: You can now also update existing user details now, when carrying out a bulk import of users. When adding new users, just check the box that says ‘Update Existing Users’.
Users Actions
Once you’ve added the users to the directory, there are various user actions that you can perform as a site administrator.
Go to ‘Settings’ and select ‘Users’. In the ‘Users’ tab, you can see a list of all the users in your organization.
Edit – The Edit action is denoted by the pencil symbol. By clicking on Edit, you can edit the details of an existing user. After you click on Edit, the Edit User form opens up, where you can make the changes that you want and then click on Save.
Upload Documents – Next to the Edit icon is the Upload Documents icon. The administrator can use this action to upload documents relevant to the user alone from here.
Additionally, documents can be also uploaded for users from their profile pages. On the profile page, there is a tab called Documents. Clicking on that tab shows all the documents that have been uploaded for the user so far. To upload a new document, click on ‘+Upload Documents’.
It is possible to control who gets to upload documents and who does not by clicking on Upload Document Settings under Users/Groups in the Settings page. Adminstrators can configure the settings here.
Other Actions – The other actions that a site administrator can perform have been consolidated into a dropdown menu which is denoted by a ‘v’ next to the Upload Documents icon. From here, a site administrator can perform the following actions:
- Assign Permission – You can assign different permissions to users by clicking on this action. An ‘Assign Permission’ box opens up, where you can select the permissions you want a user to have. You can select multiple permissions at a time.
- Block The User – What it says on the tin. You can block a user if they are no longer a part of your organization.
- Mark As Site Administrator – You can mark a user as a site administrator by clicking on this action. Since this is a powerful user permission, use it cautiously.
- Resend Login Credentials – If a user doesn’t receive the login credentials even after they have been added to the directory, you can resend the credentials to users by clicking on this action.
- Documents – To see the documents you’ve already uploaded for a user, click on this action.
Once users have been blocked, you can still edit their details if you want to. However in order to change anything else, you need to activate the user once more.
After you’re done importing users, it’s time to fill in all relevant user details. One of them is assigning reporting managers to users.
You can add reporting managers in two ways:
- People Without A Manager
- Edit User
People Without A Manager
On the left-hand menu, you will find the Settings icon. Click on the icon and you will be redirected to the Settings page. Here, click on People Without A Manager.
You will see a list of users who are without managers.
To assign a manager to a user, click on ‘Assign A Manager’. A light box will open up.
In the ‘Reporting to’ box, select the user they will report to and it will show up in the text field. Once you have done that, then click on ‘Assign’.
Once a user has a reporting manager, they will no longer be shown on the ‘People Without A Manager’ page.
Edit User
The other way of adding a reporting manager or a secondary manager for a user is to go to the Users tab in the Settings page.
You will see a list of all the active users in an organization. Click on the Edit icon which is denoted by a pencil.
At the very end you can see the ‘Reporting To’ box and the Secondary Managers box. In both these boxes, you can search and select a user to act as either a reporting managers or a secondary manager and click on enter. Once you are done, click on ‘Save’.
It is important to remember that users can only have one Reporting Manager. However, they can have more than one Secondary Manager.
Permission Management
Assigning Permissions
When an organization is set up, the first user who signs up and gets all the others on board by default becomes the Site Administrator.
Other users will not have permissions until the Site Administrator gives them permissions.
Engagedly by default has 6 permissions that can be given. These permissions cannot be edited. They are:
- Site Administrator
- Referral Manager
- Gamification Admin
- HR Manager
- Learning Manager
- Multirater Review Manager
A site administrator is the most powerful person in an organization by virtue of having a number of permissions.
To see all the capabilities a Site Administrator has, click on the ‘v’ icon, which is a drop-down icon. You will see a screen that looks like this.
User cannot be made Site Administrators from here. In order for a user to be made a Site Administrator, you need to go to the Users tab. We’ve already addressed how to make users Site Administrators in the User Actions section.
For other permissions, users can be given permissions from the permission management page itself. Groups also can be assigned permissions. However, this only applies open and closed groups.
To assign permissions for users or groups, click on the ‘v’ icon on a permission slab. There, you will see 5 icons.
- Not Editable
- Assign To Users
- Users
- Assign To Groups
- Groups
To assign a permission to users, click on the ‘Assign To Users’ icon. A light box like the one shown below will open up. Type in the names of the users you want to assign that particular permission to, and then click on assign.
To see how many users have been assigned a permission, click on the ‘Users’ icon. A light box will open up, showing a list of users who have been assigned that permission. To remove a user form a permission list, simply click on the ‘Delete’ icon next to their name.
To assign a permission to a group, click on ‘Assign to Groups’ on the permission card. A lightbox opens up. Search and Select the group you want to assign the permission to and then click on ‘Assign’.
To un-assign a permission for a group, click on Groups, which is right next to ‘Assign to Groups’ on the permission card. A lightbox opens up, where you can see a list of groups that have been assigned this permission. Click on the delete icon to un-assign the permission.
Adding New Permission
To add new permissions, click on the ‘+New Permission’ button on the right hand corner.
After clicking on ‘+New Permission’, you will see a page like the one shown below. There is a long list of capabilities that you assign to the new permission that you are creating. For example, a new permission called ‘Manage Groups’ is being created. Users who have this permission will be able to create groups, both Open and Close and manage users within the groups. The capabilities that have been checked for this permission are all group-related. After checking off the capabilities that you would like the permission to have, click on ‘Save’.
Now a whole new permission has been created. In this manner, you can create and customize as many permissions as you want. New permissions can also be deleted, unlike default permissions.
Password Policy
You can access Engagedly’s password policy through ‘Organization settings’ from the ‘Settings’ section. Click on ‘Password Policy’ and you can edit the password settings from here.
Here you can edit settings like, minimum length of the password, number of passwords to remember, maximum invalid password attempts etc.
When a profile is locked because of multiple wrong passwords, a site admin can unlock the profile.
Birthdays/ Work Anniversaries Alert
Administrators can now enable Birthday Alerts/Work Anniversaries in an organization. This can be done through Organization Settings on the Settings page.
If you enable the ‘Public Feed’ option, then a list of upcoming birthdays/upcoming anniversaries of their teammates/direct reports will be displayed in a widget on the user’s feed page. A message about the user’s birthday/work anniversary will also be displayed as a post on the feed page.
If you enable the ‘In App’ notification option, then users will receive notifications about the upcoming birthdays/work anniversaries of their team mates/direct reports only through the app.
If you enable the ‘Email’ notification option, then users will receive an email notification about the upcoming birthdays/anniversaries of their team mates/direct reports.
You can choose to notify the entire department of an user about their upcoming birthdays or anniversaries by checking the ‘Department’ option here in the ‘Organizational settings’.
Administrators can also select who the recipients of these alerts will be. It can either be the admin, the manager, the colleague or all the three.
Points for Birthday Alerts/Work Anniversary Alerts
When it is a user’s birthday or work anniversary, they can receive points for it. This only happens if the admin chooses to allocate points for a birthday alert/work anniversary alert.
This can be done from the Gamification Rules in Settings.
