👤 Create, Edit, Deactivate, and Delete Users

🔍 Content

• Create a new user

• Edit a user profile

• Deactivate a user

• Delete a user

• Tips & Best Practices

• FAQ

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➕ Create a new user

1. Open the ⚙️ gear icon in the top right (System Administration)

2. Navigate to User Management

3. Click the “+” icon to create a new user

4. Fill in all required fields (First Name, Last Name, Email Address, and Home Team)

5. Assign teams, home team, and roles

6. Click Apply Changes to save the user

7. Navigate to the Password tab to set the user’s initial password. They must change it upon their first login.
   📸 Screenshot: Create user

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✏️ Edit a user profile

You can edit existing users via the profile form:

• Add or remove team memberships

• Assign or remove roles (System Administrator, regular user, external user)

• Change language, time zone, or capacity

• Set an initial password
  📸 Screenshot: User profile with editing options

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📋 Required fields overview

💡 The email address is also the username.
💡 Capacity, time zone, language, and country are filled via “Default Settings” but can be changed.
🔐 Password is set at first login, according to password policies.

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🚫 Deactivate a user

1. Open User Management

2. Check the box next to the user

3. Click Deactivate
   📸 Screenshot: User management with selection

When deactivated:

• No login possible

• No longer counts toward licensing

• User status = Deactivated

• Go&See, feedback, and measures assigned to the user are deleted

• Tasks, process activities, and list entries are set to "unassigned"

• Can be reactivated at any time

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🗑️ Delete a user

1. Check the box next to the user

2. Click Delete

3. Read the confirmation prompt carefully

4. Confirm or cancel → user is permanently removed
   📸 Screenshot: Security dialog before deletion

When deleted:

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ℹ️ Notes

• Only system administrators can create, deactivate, or delete users

• Deactivation is reversible, deletion is final

• Each user must have a home team (at least one membership)

• Export recommended before deletion

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✨ Tips & Best Practices

💡 Create teams before adding users so each user gets a home team immediately
💡 Deactivate instead of delete if unsure about a return
⚠️ Perform regular access/license reviews
⚠️ User access can be managed automatically via SSO and Active Directory sync

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❓ FAQ

What happens to tasks when deactivated?
→ Tasks remain but the user cannot edit them.

Can I restore a deleted user?
→ No, deletion is final.

What’s the difference between deactivate and delete?
→ Deactivate is reversible; delete is not.

Do deactivated users count toward the license?
→ No, they are excluded from the active license count.

What should I check before deleting?
→ Whether open tasks, measures, or roles need reassignment.