User Management

Manage users, roles, and permissions in Waqti.

Overview

User management includes:

• Creating and managing user accounts
• Assigning roles and permissions
• Organizing users into departments
• Managing access and security

User Lifecycle

Invited → Verified → Active → [Deactivated]

Creating Users

Inviting a New User

1. Navigate to Settings → Users
2. Click + Invite User
3. Enter:

Field	Required	Description
Email	Yes	User's email address
Name (EN)	Yes	Full name in English
Name (AR)	Yes	Full name in Arabic
Role	Yes	Primary role assignment
Department	Yes	User's department
Reports To	No	Direct manager
Phone	No	Contact number

4. Click Send Invitation

Invitation Process

1. User receives email invitation
2. User clicks activation link
3. User sets password
4. User completes profile
5. Account becomes active

Email Verification

Users must verify email within 7 days or invitation expires.

User Roles

Default Roles

Role	Description	Typical Use
Tenant Admin	Full system access	System administrators
CFO	Financial oversight	Chief Financial Officer
Finance Manager	Financial operations	Finance team leads
Procurement Manager	Procurement operations	Procurement heads
Department Head	Department management	Department managers
Manager	Team management	Team leads
Buyer	Purchasing operations	Procurement staff
Employee	Basic access	General staff
Finance Viewer	Read-only	Auditors, analysts

Role Permissions

Each role has specific permissions across modules:

Purchase Orders:

• View own / View department / View all
• Create / Edit / Delete
• Submit / Approve / Reject

Vendors:

• View / Create / Edit / Delete
• Approve prequalification

Budgets:

• View own / View department / View all
• Create / Edit
• Transfer funds

Settings:

• View / Edit
• Manage users / roles / workflows

Creating Custom Roles

1. Settings → Roles → + New Role
2. Enter role name and description
3. Configure permissions:

Module: Purchase Orders
├── ☑ View own POs
├── ☑ View department POs  
├── ☐ View all POs
├── ☑ Create POs
├── ☐ Edit any PO
├── ☐ Delete POs
└── ☐ Approve POs

4. Save role

Departments

Creating Departments

1. Settings → Departments → + New
2. Enter:
   • Name (EN/AR)
   • Code (e.g., FIN, OPS)
   • Parent department (for hierarchy)
   • Department head
3. Save

Department Hierarchy

Company
├── Operations (OPS)
│   ├── Procurement (PROC)
│   ├── Logistics (LOG)
│   └── Warehouse (WH)
├── Finance (FIN)
│   ├── Accounts Payable (AP)
│   └── Budget Control (BC)
└── IT (IT)
    ├── Development (DEV)
    └── Infrastructure (INFRA)

Department Permissions

Users typically have access based on department:

• View their department's data
• Cannot access other departments (unless permitted)
• Department heads see all department data

Managing Users

Editing User Details

1. Settings → Users → [User Name]
2. Modify fields as needed
3. Save changes

Changing User Role

1. Open user profile
2. Change role dropdown
3. Save (effective immediately)

Permission Changes

Role changes take effect immediately. Inform users of changes to their access.

Deactivating Users

For users who leave or should lose access:

1. Open user profile
2. Click Deactivate
3. Confirm action

Deactivated users:

• Cannot log in
• Data is preserved
• Can be reactivated later

Deleting Users

Permanent Action

Only delete users if absolutely necessary. Consider deactivating instead.

1. Deactivate user first
2. Click Delete User
3. Confirm deletion
4. Data is anonymized/removed

User Security

Password Requirements

Default policy:

• Minimum 8 characters
• At least 1 uppercase
• At least 1 number
• At least 1 special character

Two-Factor Authentication

Configure 2FA requirements:

1. Settings → Security → 2FA
2. Options:
   • Optional for all
   • Required for admins
   • Required for all users

Session Management

Setting	Default	Description
Session Timeout	30 min	Inactive logout time
Remember Me	7 days	Extended session
Max Sessions	3	Concurrent logins

Password Reset

Admins can force password reset:

1. Open user profile
2. Click Force Password Reset
3. User must change password on next login

User Import

Bulk Import

1. Settings → Users → Import
2. Download CSV template
3. Fill in user data:

email,name_en,name_ar,role,department,phone
john@company.com,John Smith,جون سميث,employee,Operations,+966555...

4. Upload completed file
5. Review and confirm

Import Validation

System checks:

• Valid email format
• Email not already registered
• Valid role name
• Valid department name

User Export

Export user list:

1. Settings → Users → Export
2. Select fields
3. Choose format (CSV, Excel)
4. Download

User Activity

Activity Log

View user actions:

1. Open user profile
2. Click Activity tab
3. See recent actions:

Date	Action	Details
Jan 15	Login	IP: xxx.xxx.xxx
Jan 15	Created PO	PO-2025-0042
Jan 14	Approved PO	PO-2025-0041

Login History

Track login activity:

• Login time
• IP address
• Device/browser
• Location (if enabled)

Best Practices

Principle of Least Privilege

Give users only the permissions they need. Start with less and add more as needed.

Use Departments

Organize users by department for:

• Easier management
• Automatic data segregation
• Department-based approvals

Regular Review

Quarterly review of:

• User access levels
• Inactive accounts
• Role appropriateness

Offboarding Process

When users leave:

1. Deactivate immediately
2. Reassign pending tasks
3. Transfer ownership of data
4. Update approval workflows

Related Topics

• Roles & Permissions
• Departments
• Security Settings
• Approval Workflows