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Admin: User Management

Access Level

Owner access required

Overview

Manage all users in your organisation through the User Management page. View user lists, search for members, edit user details, create new accounts, change user names, reset passwords, manage group membership, upload profile pictures, and export user data.

User accounts are managed through Microsoft Azure AD B2C for enhanced security.

How to Access

Click Admin then User Management

Page Layout

When you open the page you see:

Search and Filter Section

  • Search box to find users by name or username
  • Group filter dropdown if you manage multiple groups
  • Search and All Users buttons

Export Section

  • Export button to download user list as CSV

User List Table

  • User profile pictures
  • Full names
  • Email addresses and phone numbers
  • Group memberships
  • Edit and action buttons

Searching for Users

Search by Name or Username

To find specific users:

  1. Enter a name or username in the Search User box
  2. Click Search
  3. Result: Only matching users appear in the table

Filter by Group

If you manage multiple groups:

  1. Click the Filter by Group dropdown
  2. Select a group
  3. Result: Only users from the selected group appear

View All Users

To return to the full list:

  1. Click All Users
  2. Result: The complete user list displays

Editing User Details

To update a user's information:

  1. Click Edit next to the user's name in the list
  2. The page switches to edit view showing the user's current information

You can update these sections:

Address Section

Search Address

  • Type an address in the search box
  • Select from the dropdown suggestions
  • Result: Address fills automatically

Current Address

  • Shows the currently saved address
  • Read only display

Phone Numbers

  • Phone Number - Primary contact number
  • Work Number - Work contact number
  • Secondary Number - Additional contact number

Personal Details Section

Secondary Email Address

  • Additional email for communications
  • User receives notifications at both primary and secondary emails

Shirt Size

  • Select size for uniform orders
  • Free text field

Pants Size

  • Select size for uniform orders
  • Free text field

Joined Your Group

  • Year the user joined
  • Dropdown selection

About Me Section

Rich text editor for user biography:

  • Use formatting toolbar for bold, italic and lists
  • Add links and formatted text
  • Displays on user profile page

Profile Picture Section

Only appears if the user belongs to groups where you have administrator access:

Upload Picture

  1. Click Upload Picture
  2. Select an image file
  3. Crop the image using the cropping tool
  4. Click Crop and Upload
  5. Result: Profile picture updates immediately

Image Requirements

  • Formats: JPG, PNG, GIF
  • Maximum size: 2 MB
  • Automatically cropped to square

Remove Picture

  1. Click Remove Picture
  2. Confirm the deletion
  3. Result: Picture is deleted and replaced with default avatar

Alternative Method

You can also delete profile pictures from the Media page, which allows you to manage multiple profile images at once or delete orphaned profile pictures.

Multiple Groups

If the user belongs to multiple groups:

  • Select which group to upload the picture for using the dropdown
  • Pictures are stored separately for each group

Saving Changes

After making updates:

  1. Click Save Changes at the top or bottom of the page
  2. Result: Confirmation message appears and changes are saved
  3. Click Back to return to the user list

Changing a User's Name

To change a user's first name or surname:

  1. Click Edit next to the user's name
  2. In the user information section, click Change Name
  3. A modal dialog opens
  4. Enter the new First Name (required)
  5. Enter the new Last Name (required)
  6. Read the warning about password recovery
  7. Click Update Name
  8. Result: Name is updated and username regenerates automatically

Name Validation

  • Names must contain only letters, spaces, hyphens and apostrophes
  • First letter of each word is automatically capitalised
  • Examples: John, Mary-Ann, O'Brien

Username Changes

When you change a user's name:

  • Username regenerates in firstname.surname format
  • If that username exists, a number is added (firstname.surname1)
  • User receives an email notification with the new username

Email Notifications

When you change a name:

  • User receives an email with their new name and username
  • You receive a confirmation email with the change details
  • Both emails include the password recovery warning

Group Membership

To view and manage which groups a user belongs to:

  1. Click Edit next to the user's name
  2. Scroll to the Group Membership section
  3. A table shows:
    • Group name
    • Licences remaining in that group
    • User rights level
    • Actions

Change User Rights

To change a user's access level in a group:

  1. Locate the group in the table
  2. Click the User Rights dropdown
  3. Select a new access level (Not Assigned, User, or Owner)
  4. Result: Access level updates immediately

Tip

For fine-grained role assignments (Viewer, Reviewer, Trainer, Communications, Files Manager), use the Membership and Roles page.

Add User to a Group

To add the user to a new group:

  1. Scroll to the Group Membership section
  2. Groups where the user is not a member show an Add option
  3. Click the dropdown
  4. Select a rights level
  5. Result: User is added to the group

Remove from Group

To remove a user from a group:

  1. Locate the group in the table
  2. Click the User Rights dropdown
  3. Select the empty option at the top
  4. Result: User is removed from the group

Creating New Users

Add Single User

To create one new user:

  1. Click Add User at the top of the page (if not visible, click Start Again first)
  2. The Create New User form appears
  3. Enter:
    • First Name (required) - Letters, hyphens and apostrophes only
    • Surname (required) - Letters, hyphens and apostrophes only
    • Email Address (required) - Valid email format
  4. Click Create User

What Happens Next

The system:

  • Creates account in Azure AD B2C with a secure password
  • Adds the user to your group
  • Sends a welcome email with username and temporary password
  • User receives email with login instructions
  • User should log in and change their password to one they will remember

Account Details

New accounts receive:

  • Username generated from email address or first and surname
  • Temporary password (random, secure)
  • Email with sign-in instructions
  • Access to your group
  • Standard user permissions (can be upgraded later)

What Happens Next - Flowchart

Hold "Alt" / "Option" to enable pan & zoom 
flowchart TD
  A[Enter First Name, Surname, Email] --> B{Valid details?}
  B -- No --> E[Show validation error]
  B -- Yes --> C{Email exists?}
  C -- No --> D1[Create new account in Azure AD B2C]
  D1 --> F1["Generate username"]
  D1 --> G1[Generate secure temporary password]
  D1 --> H1[Add to your group]
  D1 --> I1["Send welcome email"]
  C -- Yes --> C1{Account deleted?}
  C1 -- Yes --> D2[Restore account]
  D2 --> G2[Generate new temporary password]
  D2 --> H2[Add to your group]
  D2 --> I2["Send welcome email"]
  C1 -- No --> D3[Add existing user to your group]
  D3 --> J1[No new password needed]
  D3 --> I3[Send email: Added to new group]

New Email - Creates New Account

  • New account created in Azure AD B2C
  • Temporary password sent via email
  • User added to your group
  • User receives welcome email with username and login link

Existing Email - Active User

  • Existing user added to your group
  • No new password generated
  • User receives notification they're added to your group
  • You can now edit their details

Existing Email - Deleted User

  • Deleted account is restored
  • User is re-added to your group
  • New temporary password generates
  • Welcome email is sent

After Creation

Success message appears showing:

  • Username created
  • Full name

You can then:

  • Update group membership permissions
  • Add address and contact details
  • Upload profile picture
  • Add personal details

Bulk Import Users

To add multiple users from a CSV file:

  1. Click Start Again if you are editing a user
  2. Look for the Bulk Import section or button
  3. Click Bulk Import
  4. Download the example CSV template
  5. Fill in your user data with three columns:
    • FirstName
    • Surname
    • Email
  6. Select your completed CSV file
  7. The file uploads in the upload frame
  8. Preview appears: Review all rows before importing
    • Valid rows show a green tick
    • Problem rows show a red error badge with details
    • Count badges show: valid count, error count, and total rows
  9. Check for errors: Fix any rows with issues in your CSV and re-upload if needed
  10. Click Import to create the users
  11. Result: System processes each row and shows results

CSV Format Example

FirstName,Surname,Email
John,Smith,john.smith@example.com
Jane,Doe,jane.doe@example.com

Validation

Each row must have:

  • First name starting with capital letter
  • Surname starting with capital letter
  • Valid email format
  • Email not already in use in the system

Preview Table

The preview shows a table with these columns:

  • #: Row number from the CSV
  • First Name: User's first name
  • Surname: User's surname
  • Email: User's email address
  • Status: Badge showing Valid, Warning, or Error
  • Detail: Explanation of any issue found

Results

After import completes:

  • Success count shows how many users were created
  • Error list shows which rows failed and why
  • Successfully created users receive welcome emails

Warning

Each imported user uses a licence seat. Ensure you have enough available licences before importing.

Resetting User Passwords

You can reset a user's password when they forget it or need a temporary password.

Available for: Users with local password accounts (not social logins like Microsoft or Facebook)

To reset a user's password:

  1. Click Edit next to the user's name
  2. Locate the password reset option in the user actions
  3. Click Reset Password
  4. Confirm the reset in the dialog
  5. Result: New password generates and is emailed to the user

What Happens

  • Random 12-character password generates automatically
  • Password is securely sent to the user's email address
  • Email includes the new password and login instructions
  • User can log in immediately with the new password
  • User should change their password to something they'll remember

Email Content

The user receives:

  • Notification that an administrator reset their password
  • New temporary password
  • Link to sign in
  • Administrator name who performed the reset
  • Instructions to change their password

For Social Account Users (Microsoft, Facebook)

If a user signed up with a social provider:

  • The password reset button may not be available
  • They must reset their password through their social provider
  • Tell them to go to Microsoft Account, Facebook, etc. and change their password there
  • Their new password will work in Match Official System

Deleting Users

To remove a user from the system:

  1. Click Edit next to the user's name
  2. Locate the delete user option
  3. Click Delete User
  4. Confirm the deletion
  5. Result: User account is marked as deleted

Warning

This action is permanent. The user is marked as deleted in the database. Their historical data like assessments remains but is no longer associated with an active account. By default, deleted user records are retained for 2 years and then removed from the database.

Before Deleting

Consider if you should:

  • Remove them from specific groups instead of deleting entirely
  • Lower their access level instead
  • Keep the account but inform the user they no longer have access

Exporting Users

To download your complete user list:

  1. Click Export in the Export Users section
  2. Result: CSV file downloads to your computer

CSV Contents

The export includes:

  • Full name
  • Email address
  • Secondary email address
  • Complete address
  • Phone numbers (telephone, work, mobile)
  • Occupation
  • Year joined
  • Shirt size
  • Pant size
  • Groups the user belongs to
  • Last login date

File Naming

Downloads as: YYYYMMDD_MOSexport.csv

Uses

  • Audit records and compliance reporting
  • Import into other systems
  • Analysis and planning
  • Backup documentation
  • Licence verification

Pagination

If you have many users:

  • 10 users display per page
  • Pagination controls appear at the bottom
  • Click page numbers to navigate
  • First, previous, next and last buttons available

Multiple Group Management

If you administer multiple groups:

Group Filter

  • Filter dropdown appears in the search section
  • Select a group to view only its members
  • Select All Groups to view everyone

Multiple Groups Alert

If you belong to multiple groups with administrator access:

  • Alert banner appears at the top
  • Shows which groups you can manage
  • Helps you understand which users you can edit

Validation Rules

First Name and Surname

  • Must start with a capital letter
  • Can only contain letters, spaces, hyphens and apostrophes
  • Examples: John, Mary-Ann, O'Brien, Di Angelo

Email Address

  • Must be valid email format
  • Must contain @ symbol
  • Must have domain extension
  • Examples: user@example.com, name.surname@domain.co.au

Phone Numbers

  • Can include numbers, spaces, dashes and plus signs
  • Spaces are automatically removed when saving
  • Examples: 0412345678, +61 412 345 678, 02-1234-5678

Address

  • Uses Google Places autocomplete
  • Select from dropdown suggestions
  • Saves as complete formatted address string

Tips

Best Practices

  • Update user details when they change employment or contact information
  • Export your user list regularly for backup purposes
  • Use bulk import for adding multiple users at once
  • Check licence availability before adding users
  • Use search to find users quickly in large lists
  • Remove users from groups they no longer need access to instead of deleting

When Changing Names

  • Inform the user before changing their name
  • Confirm spelling with the user
  • Tell them their username will change
  • Warn them about password recovery being disabled
  • Suggest they set a strong password they will remember

Profile Pictures

  • Upload clear professional photos
  • Use consistent image quality across your organisation
  • Images are cropped to squares automatically
  • File size affects page load speed

Troubleshooting

Cannot Edit User

Symptoms

  • Edit button is greyed out or missing
  • Error when clicking Edit

How to Fix

  1. Verify you have Owner access
  2. Check the user belongs to a group you administer
  3. Refresh the page
  4. Log out and log back in

Common Causes

  • Insufficient permissions
  • User belongs to a different group
  • Session expired

Email Already Exists

Symptoms

  • Cannot create new user
  • Error message about duplicate email

How to Fix

  1. Search for the email in your user list
  2. If found, edit that user instead
  3. If not found, the email may belong to a deleted account
  4. Contact system support if email is genuinely unused

Common Causes

  • Email already registered to active user
  • Email was used for deleted account
  • Typo in email address

Bulk Import Errors

Symptoms

  • Some rows fail to import
  • Error messages appear in results

How to Fix

  1. Check CSV format matches the template exactly
  2. Verify all email addresses are valid
  3. Remove any duplicate emails
  4. Check names start with capital letters
  5. Save file as CSV not Excel format
  6. Try uploading smaller batches

Common Causes

  • Invalid email format
  • Duplicate emails
  • Wrong file format
  • Special characters in names
  • Missing required columns

Profile Picture Not Uploading

Symptoms

  • Upload button does not work
  • Error message when uploading
  • Picture does not appear

How to Fix

  1. Check file size is under 2 MB
  2. Verify file format is JPG, PNG or GIF
  3. Try a different image file
  4. Check your internet connection
  5. Refresh the page and try again

Common Causes

  • File too large
  • Unsupported file format
  • Network connection issues
  • Browser cache problems