User Management

Manage Users

👥 User Account Management

User management is a critical administrative function that allows you to control access to your audit management system. Only users with Admin privileges can create, edit, and manage user accounts within the organization.

Access Requirements:

  • Only Admin users can access user management features
  • Admins can create other Admin users
  • User management is accessible through the main navigation panel

User Creation Capabilities:

  • Create unlimited users (subject to subscription plan limits)
  • Assign appropriate roles based on job functions
  • Manage user access and permissions
  • Edit existing user information and roles

Creating New Users

➕ Step-by-Step User Creation Process

Creating new users in the system requires specific information and role assignment:

Required User Information:

  1. First Name

    • User's given name
    • Required field for identification

  2. Last Name

    • User's family name
    • Required field for complete identification

  3. Email Address

    • Must be a valid email address
    • Will serve as the user's login username
    • Must be unique within the system

  4. Password

    • Secure password for initial login
    • Users get email that contains link to login and link to Forgot Password page
    • User can reset password via Forgot Password link in the email
    • Must meet system security requirements
    • Must not have been reported as exposed in public

  5. Role Assignment

    • Select from available roles: Admin, Internal Audit Manager, Internal Auditor, Process Owner
    • Can assign one or more roles to a user
    • Role determines user's access level and permissions
    • Can be modified later if needed
    • See Roles and Permissions for more information

User Creation Steps:

  1. Navigate to Users

    • Click on "Users" in the left navigation panel
    • Access the user management interface

  2. Start New User Creation

    • Click on "New User" or "Create User" button
    • Open the user creation form

  3. Enter User Details

    • Complete all required fields (First Name, Last Name, Email, Password)
    • Ensure email address is accurate and accessible

  4. Assign Role

    • Select appropriate role from dropdown menu
    • Consider user's job function and required access level

  5. Create User

    • Review entered information for accuracy
    • Click "Create" to add the user to the system
    • User will receive login credentials and can access the system immediately

  6. User Gets Notified via Email

    • User receives an email notification
    • The email contains link to the login page as well as Forgot Password page

  7. User Sets Their Own Password

    • User goes to Forgot Password page
    • User sets their own password

Admin Recommendations

⚠️ Critical: Multiple Admin Strategy

{danger} Important Recommendation: We strongly recommend having at least 2-3 Admins in your organization. If any Admin leaves the company, the organization will still be able to manage users and subscriptions effectively. Having only one Admin creates a significant risk to system access and management continuity.

Why Multiple Admins Are Essential:

  • Business Continuity: Ensures uninterrupted access to user management
  • Subscription Management: Maintains ability to handle billing and plan changes
  • Risk Mitigation: Prevents system lockout if primary Admin leaves
  • Operational Flexibility: Allows for distributed administrative responsibilities

Recommended Admin Structure:

  • Primary Admin: Main system administrator (often IT Manager or Department Head)
  • Secondary Admin: Backup administrator (often Assistant Manager or Senior Staff)
  • Tertiary Admin: Additional backup (often from different department for redundancy)

Admin Selection Criteria:

  • Trusted, long-term employees
  • Understanding of organizational structure
  • Familiarity with audit processes
  • Reliable and accessible for system management needs