Creating and Managing Users

Overview

In Handbook, managing users is a critical function that ensures your team has the appropriate access to policies and procedures. This guide will walk you through the steps to create, edit, and manage users within your Handbook account.

Creating Users

Navigate to the Users Section

• Log in to your Handbook account.
• From the main navigation menu, select Users.

Add a New User

• Click the Add User button.
• Fill in the user details:
  • First Name: Enter the user’s first name.
  • Last Name: Enter the user’s last name.
  • Email: Enter the user’s email address.
  • Role: Select the appropriate role (Admin, Manager, Employee).

Assign Locations and Policies

• Choose the locations the user will be associated with.
• Assign relevant policies and procedures to the user.

Set Permissions

• Define user permissions based on their role. (Roles explained below)
• Click Save to create the user.
• The new user will receive an email invitation to set up their account.

Managing Users

Edit User Information

• In the Users section, find the user you want to edit.
• Click on the Edit icon next to their name.
• Update the user’s details as needed and click Save.

Deactivate or Delete Users

• To deactivate a user, click on the Deactivate button next to their name.
• To permanently delete a user, click on the Delete button. Confirm the deletion in the prompt.

Reset Passwords

• If a user needs a password reset, click on the Reset Password button next to their name.
• The user will receive an email with instructions to reset their password.

Cancel 2FA

• If a user gets locked out of the Two Factor Authentication, someone with access to the Users page can highlight user and click the "Cancel 2FA" button. The user will now no longer need to use their 2FA method when logging in.

Manage User Roles

• Change user roles by selecting a different role from the dropdown menu in the user’s profile.
• Click Save to apply the changes.

Currently, you cannot bulk import users unless you're using the Payroll Integration, available in the Advanced and Enterprise plans.

Tips for Effective User Management

• Regular Updates: Regularly update user information to ensure accuracy or integrate with a payroll provider to have your information updated automatically.
• Role Assignments: Assign roles based on responsibilities to maintain security.
• Deactivate Inactive Users: Deactivate users who no longer need access to keep your account secure.

By following these steps, you can efficiently manage users within Handbook, ensuring that everyone has the necessary access to perform their roles effectively. For additional support, please submit a ticket through our support system.