Admin: User Management

Access Level

Owner (Administrator)

Overview

Manage users in your organisation through this page. You can view all users, search for specific members, edit user details, add new users individually or in bulk, and export your user list for reporting purposes.

How to Access

Click Admin then User Management

Viewing Your Users

When you open the page, you see a table listing all users in your group. The table shows:

• Profile - User photo or avatar
• Name - First and last name
• Email - Primary email address (used for login)
• Phone - Contact number if provided
• Address - Suburb or location if provided
• Last Login - Date and time of most recent sign-in
• Actions - Edit, delete, and other options

Searching for Users

To find a specific user:

1. Enter their name or email in the search box at the top
2. Click Search
3. Result: Only matching users appear in the table

To see all users again:

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

Editing User Details

To update a user's information:

1. Click Edit next to the user's name
2. Update any of these fields:
3. First name and surname
4. Email address
5. Secondary email
6. Phone numbers (home, work, mobile)
7. Address details (house number, street, suburb, postcode, state, country)
8. Shirt and pants size
9. Occupation
10. About me biography
11. Click Save
12. Result: Changes are saved and the list updates

Note

Email address changes are reflected in the system immediately. If you change someone's email, they should know their username may have changed for login purposes (depending on your group settings).

Adding a New User

Add User Individually

To add one user at a time:

1. Click Add User at the top of the page
2. Enter the user's:
3. First name (required)
4. Surname (required)
5. Email address (required)
6. Click Continue
7. Depending on whether the email is new to the system:
8. New email: A new account is created with an automatically generated username (firstname.surname format)
9. Existing email: The system links the existing user to your group and displays their current details
10. Update any additional details (address, phone, etc.) if needed
11. Click Save
12. Result: The user receives a welcome email with login instructions

Bulk Import Users

To add multiple users from a CSV file:

1. Click Bulk Import at the top
2. Select a CSV file with three columns: firstName, surname, emailAddress
3. Example CSV format:

firstName,surname,emailAddress
John,Smith,john.smith@example.com
Jane,Doe,jane.doe@example.com

1. Click Upload
2. Result: The system processes the file and shows:
3. How many accounts were created successfully
4. How many had errors (usually duplicate emails)
5. Which accounts could not be created and why

Warning

• Each imported user counts as a new license seat
• Make sure you have enough available licenses before importing
• Emails must be valid and unique (not already in use by another account in the system)
• Names are automatically capitalized (John, Jane, etc.)
• Usernames are generated automatically from first and last names

Deleting a User

To remove a user from your group:

1. Click Delete next to the user's name
2. Confirm the deletion
3. Result: The user is removed from your group

Warning

This action is permanent. Consider whether you want to remove group access only (see Group Membership) rather than deleting the user entirely. Deleted users' assessments remain in the system but are no longer associated with an active user.

Exporting Users

To download a list of all your users:

1. Click Export All Users
2. Result: A CSV file downloads with user information
3. Use this for:
4. Compliance and audit records
5. Importing into other systems
6. Reporting and analysis
7. Backup documentation

Viewing Group and Subgroup Membership

When you edit a user, you can see which groups and subgroups they belong to. This information appears in separate sections on the edit form.

Troubleshooting

Cannot edit user details

Symptoms

• Edit button is disabled or missing
• Cannot save changes to user information

How to fix

1. Verify you have Owner-level access
2. Make sure the user account exists and hasn't been deleted
3. Try clicking Edit again
4. Check that all required fields have values
5. Clear any browser cache if changes seem not to save

Common causes

• Insufficient admin access level
• User account is in an invalid state
• Browser cache or connection issue

Cannot add new user - email already exists

Symptoms

• Error message when trying to add a user
• "Email is already in use" or similar message

How to fix

1. Check if the email belongs to an existing user in your group
2. Check if the email was used by a deleted account
3. If the user should be in your group:
4. Search for them in the current user list
5. Consider adding them through Group Membership instead
6. If it's a new user, use a different email address

Common causes

• Email is already linked to an active account in your group
• Email was previously used and account is still in system
• Typo in email address - check spelling

Bulk import failed - not enough licenses

Symptoms

• Bulk import upload fails with a license message
• Import process stops before completing

How to fix

1. Check your current license allocation in Group Settings
2. Reduce the number of users in your CSV file
3. Import them in smaller batches
4. Contact Cortana Design to increase your license limit

Common causes

• Not enough spare user seats available
• Existing users are using all allocated licenses

Export file is empty or incomplete

Symptoms

• Downloaded CSV file has no data or is missing users
• Export shows fewer users than expected

How to fix

1. Click Export All Users again
2. Check the file opened correctly in your spreadsheet application
3. Verify you're viewing the correct sheet if it's a multi-sheet file
4. Try opening in a different application (Excel, Google Sheets, etc.)

Common causes

• File didn't download completely
• Application wasn't configured to open CSV files
• Large export may take a moment to process

Tips

• ✅ Keep user details current - accurate phone numbers and addresses ensure notifications reach the right people
• ✅ Use bulk import for initial setup with many users
• ✅ Export your user list regularly for backup and compliance
• ✅ Use Search before editing if you have a large user base
• ✅ Check group membership when adding users - they may already exist in another group you manage

Related Pages

• Group Membership - Assign users to groups and subgroups
• Group Settings - Configure your organisation settings
• Levels of Access - Understand user roles and permissions