Users Module

Purpose

Manage individual user profiles with personal and professional information. Users are the foundation of the access control system - all permissions ultimately apply to users through their group memberships and role assignments.

Users list view with search, filters, and sortable columns

User Profile Structure

Core Information

Field	Type	Required	Description	Example
id	string	Yes	Unique identifier	"user-001"
firstName	string	Yes	First name	"Sophie"
lastName	string	Yes	Last name	"Martin"
email	string	Yes	Email address	"sophie.martin@company.com"
jobTitle	string	Yes	Position/title	"Senior Developer"
manager	string	Yes	Manager's name	"Jean Dupont"
status	enum	Yes	Account status	"active" / "inactive"
lastSync	string	Yes	Last data sync date	"2024-01-15"

Optional Information

Field	Type	Description	Example
avatar	string	Profile picture URL	"https://..."
companyEntryDate	string	Hire date	"2022-03-01"
country	string	Location country	"France"
city	string	Location city	"Paris"
address	string	Full address	"123 Rue Example"
birthdate	string	Date of birth	"1990-05-15"
department	string	Department (derived from job title)	"Engineering"

User Status Types

Status	Description	Visual	Available Actions
Active	User has full platform access	Green badge	All operations
Inactive	User is disabled/suspended	Gray badge	View only, reactivation

When to Set Status to Inactive

• Employee leaves the company
• Extended leave of absence (parental leave, sabbatical)
• Account suspended for security reasons
• Temporary contractor period ended
• Pending offboarding process

User Detail View

Profile Card (Left Panel)

User detail view showing profile card and information sections

The profile card displays:

• Avatar or initials if no picture
• Full name (First + Last)
• Job title
• Manager name
• Status badge (Active/Inactive)
• Last sync date

Information Section (Right Panel)

Detailed information organized by category:

Personal Information:

• Email address
• Birthdate (if provided)

Professional Information:

• Job title
• Department (derived from job title)
• Company entry date

Location Information:

• Country
• City
• Address (if provided)

Hierarchy:

• Manager name and link

Manager Hierarchy

The manager field is critical for the N-1 permission system. It determines:

• Who can see this user with default N-1 scope
• Manager's direct reports list
• Team composition for reviews and objectives

Example Hierarchy

CEO: David Thompson (no manager)
├── VP Engineering: Michael Johnson (manager: David Thompson)
│   ├── Engineering Manager: Sarah Martinez (manager: Michael Johnson)
│   │   ├── Developer: Sophie Martin (manager: Sarah Martinez)
│   │   └── Developer: Thomas Bernard (manager: Sarah Martinez)
│   └── Tech Lead: James Brown (manager: Michael Johnson)
└── VP HR: Emily Wilson (manager: David Thompson)
    └── HR Manager: Marie Dupont (manager: Emily Wilson)

Impact of Manager Assignment

Scenario	Impact on System
Manager correctly assigned	User visible in manager's N-1 view
Manager missing	User invisible in any N-1 view
Manager incorrect	User visible to wrong manager
Manager changed	User moves between N-1 views

User Workflows

Workflow 1: View User Profile

1. Navigate to Users module
2. Search or browse for the user
3. Click on user row to open detail view
4. View all profile information
5. Use breadcrumb navigation to return to list

Workflow 2: New Employee Onboarding

Step 1: Create User Profile
├── Enter first and last name
├── Set email address (follow naming convention)
├── Assign job title
├── Set correct manager
├── Set status: Active
└── Add location information

Step 2: Add to User Groups
├── Add to department group (e.g., "Engineering Team")
├── Add to location group (e.g., "Paris Office")
└── Add to function group (e.g., "Developers")

Step 3: Verify Access
├── Check user appears in manager's N-1 view
├── Verify inherited roles from groups
└── Confirm access to required features

Workflow 3: Employee Transfer (Department/Location Change)

Step 1: Update Profile
├── Update job title (if changed)
├── Update manager (new reporting line)
├── Update location (if moved)
└── Keep status: Active

Step 2: Group Membership Changes
├── If using manual groups: Remove from old, add to new
├── If using dynamic groups: Membership updates automatically
└── Verify role changes are appropriate

Step 3: Verify New Access
├── Check visibility in new manager's N-1 view
├── Verify correct group memberships
└── Confirm appropriate permissions

Workflow 4: Employee Departure

Step 1: Update Status
└── Set status: Inactive

Step 2: Clean Up Access (Important!)
├── Remove from all user groups
├── Remove any direct role assignments
└── Document departure date

Step 3: Keep for Records
├── Profile remains in system for audit purposes
├── Historical data preserved (reviews, objectives)
└── Can be reactivated if employee returns

Workflow 5: Manager Promotion

Step 1: Update Profile
├── Update job title (e.g., "Developer" → "Engineering Manager")
└── Verify manager field (who they report to)

Step 2: Group Membership
├── Dynamic groups: May auto-add to management groups
├── Manual groups: Add to "All People Managers" group
└── Verify inherited manager roles

Step 3: Direct Reports
├── Reassign employees to report to new manager
├── Verify new manager sees direct reports in N-1 view
└── Update team objectives and reviews as needed

Best Practices

DO: Keep Information Updated

Good Example:
User: Sophie Martin
├── Email: sophie.martin@company.com ✓
├── Job Title: Senior Software Engineer ✓
├── Manager: Sarah Martinez (Engineering Manager) ✓
├── Status: Active ✓
├── Location: Paris, France ✓
└── Last Sync: January 15, 2024 ✓

DO: Use Consistent Email Naming

Good Pattern:
├── sophie.martin@company.com
├── thomas.bernard@company.com
├── marie.dupont@company.com
└── Consistent format: firstname.lastname@domain

Bad Pattern:
├── SophieM@company.com
├── t.bernard@COMPANY.COM
├── marie123@company.com
└── Inconsistent formats create confusion

DO: Set Correct Manager Immediately

New Hire: Thomas Bernard
├── Manager: Sarah Martinez (correct) ✓
└── Result: Visible in Sarah's N-1 view immediately

New Hire: Thomas Bernard
├── Manager: (empty) ✗
└── Result: Not visible in any manager's N-1 view

DON'T: Leave Inactive Users with Roles

Problem:
User: Former Employee
├── Status: Inactive
├── Role: Administrator ← Security risk!
└── Groups: Finance Team ← Confuses member counts

Solution:
User: Former Employee
├── Status: Inactive
├── Roles: (none) ← All removed
└── Groups: (none) ← All removed

DON'T: Use Generic Information

Bad:
├── Email: user1@company.com
├── Job Title: Employee
└── Manager: (empty)

Good:
├── Email: firstname.lastname@company.com
├── Job Title: Software Engineer II
└── Manager: Engineering Team Lead

Integration with Other Modules

Module	Relationship	Description
User Groups	Users are members	Users belong to groups manually or via dynamic rules
Roles	Users inherit roles	Users gain roles through group membership
Permission Scopes	Users are in populations	Users can be included in scope visibility populations
Reviews	Users are participants	Users are targets or evaluators in review campaigns

Organizational Structure Example

The system supports complex organizational structures:

GlobalTech Corporation (60+ employees)

Executive Team:
├── CEO: David Thompson
├── CTO: Michael Johnson
├── COO: Sarah Martinez
└── VP Sales: Harper Thompson

Engineering Division:
├── VP Engineering: Michael Johnson
│   ├── Backend Team (4)
│   ├── Frontend Team (4)
│   ├── DevOps Team (4)
│   └── QA Team (5)

Operations Division:
├── HR Team (4)
├── Product Management (2)
├── Design Team (3)
└── Customer Success (1)

Regional Distribution:
├── San Francisco HQ (27)
├── Other US Locations (10)
├── EMEA Region (8)
└── APAC Region (3)

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