User Management

Overview

Adding a user in FlowLogic ensures staff can access the system with the correct permissions and functionality based on their role.

Each user account controls:

• System access
• Permissions and visibility
• Notifications and communication
• Linkage to rostering and staff data

It is important to create the Staff Profile first, then link the user to that profile (unless a staff profile is not required).

Accessing User Management

To create a new user:

• Go to the System Menu (top right)
• Select Users

This opens the User Management screen, where you can:

• Add new users
• Mass add users
• Search and filter users
• Export user lists
• Edit or manage existing accounts

You can also:

• Reset passwords
• Enable or disable accounts
• Lock or unlock users
• Delete users if required

Creating a New User

To add a user:

• Click Add (top right)

  

• Open the User Details page

Enter the required information:

• Username and password
• Email address and mobile number
• Full name
• Time zone
• Account status (enabled or disabled)

Optional settings include:

• Force password change on first login
• Password expiry rules
• Recovery phone number

Accuracy is important here, especially for email and mobile, as these are used for notifications and account recovery.

Assigning Groups and Areas

Users must be assigned to at least one group.

• Groups control permissions and access levels
• All users are automatically added to the All group

Example:

• Assign standard staff to the Staff group

You can also assign Areas:

• Determines visibility across locations or services
• Can assign to all areas or specific ones

Additional optional setup:

• Employment type (casual, full-time, etc.)
• Signature
• Notes

Linking to a Staff Profile

This is a critical step.

To link the user:

• Click Link to Record
  
  
  
  
• Select the correct staff member
• Click Save User Details

This ensures:

• The user can see their roster
• Timesheets link correctly
• Permissions align with their staff profile

If the user is not linked:

• They will not function correctly in rostering or payroll workflows

When a Staff Profile Is Not Required

Not all users need a staff profile.

Examples include:

• Auditors
• External stakeholders
• Admin-only users

In these cases, the user can exist without being linked to a staff record.

Managing Users After Creation

Once created, users can be managed from the User Management screen.

You can:

• Edit user details
• Reset passwords
• Enable or disable access
• Lock accounts
• Update groups and areas

Additional tabs include:

• Access Keys
• Signatures
• Groups and Areas
• Managed Teams
• Staff Availability

These provide full control over how the user interacts with the system.

Deleting a User

When presented with the user list search for the user you want to delete and click the green “Enabled” button. Once selected, you will see the “Delete” button at the base of the option menu.

Select this and you will be presented with one final pop up before deletion. Confirm by selecting “Yes” after reading the pop-up and the user will no longer have access to the system.

User Settings Explained

Best Practices

• Always create the Staff Profile first
• Double-check email and contact details
• Assign correct groups to avoid permission issues
• Link users immediately after creation
• Review access before enabling the account

Summary

Adding a user in FlowLogic involves:

• Creating a user profile
• Assigning groups and areas
• Configuring security settings
• Linking the user to a staff record

When set up correctly, this ensures staff can access the system, view their roster, and interact with workflows as expected. This section can be accessed by clicking on the System menu at the upper right-hand of the screen and clicking on “Users”.