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User Management Guide

This comprehensive guide provides step-by-step instructions for using the User Management interface in the Pyra system.

Accessing User Management​

  1. Log in to your Pyra account
  2. Navigate to the User Management section using the sidebar menu
  3. Note: Access to this section requires administrator privileges (SYSTEM_ADMIN or ORG_ADMIN role)

Understanding the Interface​

The User Management page consists of several key sections:

Header Section​

  • Page title and description
  • "Add User" button to create new users

Search and Filter Section​

  • Search box for finding users by name or email
  • Role filter dropdown to view users with specific roles
  • Clear button to reset all filters

User List Table​

  • Sortable columns for easy data organization
  • Color-coded role badges for quick identification
  • Action buttons for each user record

Viewing Users​

The main User Management screen displays a table of all users you have permission to view.

User Management Interface

Understanding the User List​

Each row in the user table shows:

  • Name: User's full name
  • Email: User's email address
  • Role: User's permission level in the system (with color badge)
    • 🔴 Sys Admin: System-wide administrator with full access
    • 🟠 Org Admin: Organization administrator with full access to their organization
    • 🔵 Manager: Organization manager with limited administrative capabilities
    • 🟢 Employee: Regular employee with basic access
  • Organization: The organization the user belongs to
  • Created: When the user account was created
  • Actions: Buttons to view, edit, and delete the user record

Searching for Users​

To find specific users:

  1. Type a name or email in the search box at the top of the table
  2. Results will filter as you type
  3. To clear the search, click the ✕ button in the search field or use the "Clear" button

Filtering by Role​

To view users with a specific role:

  1. Select a role from the dropdown menu:
    • All Roles
    • System Admin
    • Org Admin
    • Org Manager
    • Org Employee
  2. The table will update to show only users with the selected role
  3. To reset filters, click the "Clear" button

Sorting the User List​

To sort the table:

  1. Click on any sortable column header (Name, Email, Role, Created)
  2. Click again to reverse the sort order (ascending/descending)
  3. The current sort order is indicated by an arrow in the column header

Adding a New User​

To add a new user to the system:

  1. Click the "Add User" button at the top of the User Management page
  2. In the modal that appears, fill in the required information:
    • Name: Enter the user's full name
    • Email: Enter a unique email address
    • Password: Create a secure password (minimum 6 characters)
  3. Review the information for accuracy
  4. Click "Create User" to add the user to the system

Add User Form

Important Notes:

  • New users are always created with the ORG_EMPLOYEE role initially
  • Role changes require administrator action after user creation
  • The system enforces email uniqueness - duplicate emails will result in an error

Viewing User Details​

To see detailed information about a user:

  1. Locate the user in the table
  2. Click the "View" icon (👁️) in the Actions column
  3. A modal will open showing:
    • User profile with avatar initial and basic information
    • Organization details (if assigned)
    • Account creation and last update dates
    • User ID (for reference)
  4. From this modal, you can also access Edit and Delete functions using the buttons at the bottom

User Details

Editing a User​

To modify a user's information:

  1. Find the user in the table
  2. Click the "Edit" icon (✏️) in the Actions column
  3. In the Edit User modal, you can update:
    • Name: Change the user's full name
    • Email: Modify the email address (must remain unique)
  4. Review your changes
  5. Click "Update [User Name]" to save the changes

Edit User Form

Current Limitations:

  • Only name and email can be modified through the interface
  • Role and organization changes require system administrator intervention
  • Password changes must be handled through the reset password process

Deleting a User​

To remove a user from the system:

  1. Locate the user in the table
  2. Click the "Delete" icon (🗑️) in the Actions column
  3. A confirmation modal will appear with:
    • User details to confirm identity
    • Warning about the permanent nature of deletion
  4. Review the information carefully
  5. Click "Delete User" to permanently remove the user, or "Cancel" to abort

Delete Confirmation

Important Restrictions:

  • You cannot delete your own account
  • Organization Administrators can only delete users within their organization
  • Only System Administrators can delete other System Administrators
  • This action cannot be undone - all user data will be permanently removed

Role-Based Access Control​

Access to user management features depends on your role:

System Administrators (SYSTEM_ADMIN)​

  • Can view and manage all users across all organizations
  • Can create, edit, and delete any user (except their own account)
  • Can see all user details regardless of organization

Organization Administrators (ORG_ADMIN)​

  • Can view and manage users within their organization only
  • Cannot view or modify users from other organizations
  • Cannot modify System Administrators

Organization Managers (ORG_MANAGER)​

  • Limited user management capabilities
  • May be restricted to view-only access

Organization Employees (ORG_EMPLOYEE)​

  • No access to user management features

Troubleshooting Common Issues​

User Creation Failures​

  • Email Already in Use: Ensure the email address is unique
  • Password Too Short: Passwords must be at least 6 characters
  • Missing Required Fields: All fields (name, email, password) are mandatory

Edit Failures​

  • Email Conflict: The new email may already be in use by another user
  • Permissions Issue: You may not have sufficient permissions to edit this user

Delete Failures​

  • Self-Deletion Attempt: You cannot delete your own account
  • Permission Mismatch: You may lack sufficient permissions to delete this user
  • System Administrator Protection: Only other System Administrators can delete System Administrators

Best Practices for User Management​

  • Regular Audits: Periodically review user accounts to ensure they're still needed
  • Descriptive Names: Use full, proper names to easily identify users in the system
  • Secure Passwords: Encourage users to change their initial password and use strong passwords
  • Role Assignment: Assign the minimum role necessary for users to perform their job functions
  • Organization Structure: Keep users properly organized within their respective organizations
  • Documentation: Maintain records of significant user management actions for audit purposes