How to add a user to the system
Managing access to the system and adding new team members is a key element in maintaining order within the company. In Sugester, this process is transparent, and thanks to the division into appropriate lists, you can easily keep track of who has access to the data.
How to add a user?
To add a new colleague, go to the admin panel:
- Click the four dots icon in the top menu of the system.
- From the Account section, select Users.
- In the upper right corner of the screen, you will see the Invite button and the + (add) icon. You can choose one of these options depending on whether you want to send an invitation to a user from another Sugester account or manually create an account.
In the user addition form, fill in the necessary data. The form is extensive, allowing for precise setting of permissions and work preferences for each user. Here is a detailed description of all the fields available in the user addition form:
Email
The user’s email address, which will serve as the login to the system.
Role
Selection of the user’s permissions in the system.
Password
The password for this user’s account.
Password Confirmation
Re-enter the password for security.
First Name
The user’s first name.
Last Name
The user’s last name.
Phone
Contact phone number.
Team (main)
Assigning the user to a specific team within the company. The main team will be linked to workinfo.
Active
Checkbox indicating whether the account should be active.
Moderation Status
Dropdown list allowing management of the account verification status.
Avatar
Option to upload the user’s profile picture.
Description
Text field for notes about the user.
Name
Name displayed within the system.
External ID
Field for integration with external services.
Notification Email
The address to which system notifications and password reminder emails will be sent. If this field is left empty, notifications will be sent to the address in the Email field.
Task Notification
Setting the level of notifications regarding tasks.
Notification Phone
A separate number where the user wants to receive notifications, e.g., SMS.
Default Inbox
Selection of the default email inbox for this user. This address will be used when composing emails.
Workinfo Section - Time Management
How many hours do you work per week?
Weekly working hours.
Focus Time From
Time frame in which the user prefers to work without interruptions.
Focus Time To
Time frame in which the user prefers to work without interruptions.
From Hour
Working time slots for each day.
To Hour
Working time slots for each day.
Place
Specification of the workplace (e.g., office/remote) for a given day.
Add User
Understanding User Lists
The system automatically sorts your contacts based on their status. To switch between them, click the three dots icon in the Users view. Here is what each list means:
- Users: The main list of all people who have access to the system.
- Active: Employees who currently have access to the platform and are actively using it.
- Inactive: Individuals whose accounts have been disabled (e.g., former employees) – they have blocked access, but historical data (e.g., their tasks) remains in the system.
- Guests: These are not system users but your clients using the Client Portal or individuals registered for the knowledge base and forum.
- Invitations: A list of people to whom invitations have been sent but have not yet been accepted.
- New Users: A quick overview of accounts created recently.
Why is it important to maintain these lists?
Keeping the lists organized (e.g., moving former employees to the “Inactive” group) is not only a matter of data security but also workplace hygiene. This way, reports and task assignments do not include individuals who are no longer part of the operational team.
Tip: If you tend to forget to disable the account of a former employee, it is worth reviewing the “Active” list once a month to ensure that only currently collaborating individuals have access to the company.