Skip to main content

How to Manage System Users in Prospeum

Prospeum Support Team
Updated

This article guides you through managing system users in Prospeum. You will learn how to view, edit, delete, and add new users.

Prerequisites

  • You must be a system administrator to perform these actions.

Step-by-Step Instructions

1. Navigate to User Management

  1. Click the gear icon (Settings) in the top right corner of the navigation bar.
  2. In the left-hand navigation menu, select Users and Roles. You will be automatically directed to the Users tab.

2. View and Filter Users

  • On the Users page, you will see a table listing all existing system users.
  • Use the Filter by Role or Filter by Group dropdown menus to narrow down the list.

3. Perform Bulk Actions on Users

You can change roles or groups for multiple users at once.

  1. Check the boxes next to the names of the desired users, or check the box in the header to select all users.
  2. New action buttons will appear at the top of the table. Click Change Roles or Change Access Groups.
  3. In the pop-up window, you can select a role or group and perform one of the following actions:
    • Remove: Removes the selected role/group from the users.
    • Replace: Replaces all of the users' existing roles/groups with the new selection.
    • Add: Adds the selected role/group to their existing ones.

4. Edit or Delete Individual Users

  1. Find the relevant user in the list.

  2. In the ACTIONS column, you have the following options:

    • Click the trash can icon (Delete) to permanently remove the user from the system.

5. Add New Users

You have two methods to create new users.

This method allows you to create the user account completely.

  1. Click the blue Add Associate button in the top right.
  2. In the right-hand sidebar, fill in all required master data for the new user (e.g., First Name, Last Name, Email).
  3. Under Permissions, assign at least one Role.
  4. Click Send Login Details. The user will receive an email with a link to set their password and log in.

With this method, the user fills in their own data.

  1. Click the Invite associate button in the top right.
  2. Enter the user's email address, an optional message, and the Role to be assigned.
  3. Click Send Invitation. The user will receive an email with a registration link.

6. Manage Open Invitations and Requests

  • Invitations: Click the Invitations tab in the left navigation to see an overview of all sent but not yet accepted invitations. You can cancel an invitation here if needed

  • Requests: The Requests tab shows users who have self-registered and requested to be assigned to your company. You must manually approve or deny these requests here.


     

Pro-Tips

  • Best Practice for Adding Users: The Add Employee method is recommended as it is simplest for the new user. They only need to set a password, as their master data is already entered.
  • Understanding Bulk Actions: Be cautious when using Replace in bulk actions, as it will overwrite all existing roles or groups for the selected users. Add is safer if you only want to grant an additional permission.