Managing Users¶

Your Role as a People Enabler¶

Managing users in Lift is fundamentally about enabling people to do their best work. You're not just managing software accounts - you're providing the digital keys that allow colleagues to access the tools, information, and collaboration spaces they need. Think of yourself as the helpful person at the front desk who knows everyone, understands what they need, and quickly gets them connected to the right resources.

Understanding User Lifecycle¶

🆕 The Journey from New Hire to Productive Team Member¶

Before They Arrive: Sometimes you'll get advance notice that someone new is joining: - HR or managers send you basic information - You can prepare their account and initial access - Set up team assignments based on their role - Plan what information and resources they'll need on day one

First Day Setup: The goal is enabling immediate productivity: - Account is ready when they arrive - Login credentials work without hassle - They can access basic tools and information right away - Initial team connections are established

First Week Growth: As they settle into their role, access needs become clearer: - Additional permissions based on actual job responsibilities - Access to project-specific resources and teams - Connections to colleagues and collaboration tools - Fine-tuning based on manager feedback and employee experience

Ongoing Evolution: People's access needs change as they grow in their roles: - Promotions requiring additional permissions - Project assignments needing temporary access - Role changes affecting team memberships - Skills development opening new areas of responsibility

👋 The Departure Process¶

Planning for Transitions: When someone leaves, there's more to consider than just turning off their access: - What work do they own that needs to be transferred? - Who should take over their team responsibilities? - Are there client relationships or project knowledge to hand off? - What information should be preserved vs. removed?

Secure and Respectful Departure: - Deactivate access promptly to maintain security - Preserve important work and information appropriately - Handle personal information with respect and privacy - Coordinate with HR and management for smooth transition

Adding New Users¶

📋 Information You'll Need¶

Basic Employee Details:

Full Name: ________________________
Email Address: ____________________
Job Title: ________________________
Department: _______________________ 
Manager/Supervisor: _______________
Start Date: ______________________
Employee ID (if applicable): ______

Role and Access Information:

Primary Role: ____________________
Team Assignments: ________________
Initial Permission Level: ________
Special Access Needs: ____________
Temporary Access Required: ________
Training or Onboarding Plan: _____

Technical Requirements: - Will they need access to external systems? - Do they require mobile access for travel or remote work? - Are there specific compliance or security requirements? - Do they need integration with other company tools?

🛠️ Step-by-Step User Creation¶

Step 1: Gather and Verify Information - Confirm details with HR or the hiring manager - Check that you have authority to create the account - Verify the person's role and team assignments - Understand any special circumstances or requirements

Step 2: Create the Basic Account - Use Lift's "Add New User" function - Enter basic information (name, email, title, department) - Assign a temporary password or set up automated password creation - Set the account status to active with appropriate start date

Step 3: Configure Permissions and Access - Choose appropriate role template or copy from similar employee - Add to relevant teams and departments - Set up application access based on job requirements - Configure any special permissions or restrictions

Step 4: Team and Organizational Setup - Assign to appropriate organizational groups - Set up reporting relationships if applicable - Add to project teams or committees as needed - Configure collaboration and communication access

Step 5: Welcome and Communication - Send welcome email with login instructions - Provide information about getting help - Notify manager and team that account is ready - Schedule follow-up to ensure smooth onboarding

🎯 Using Role Templates¶

What Role Templates Are: Pre-configured permission sets for common job roles that save time and ensure consistency: - Sales Representative - CRM access, customer data, sales reporting - Accountant - Financial systems, reporting tools, compliance access - Project Manager - Project tools, team management, resource access - Customer Service - Support systems, customer information, communication tools

Creating and Managing Templates: - Base templates on your most successful user setups - Update templates when job roles or systems change - Test templates with new hires to ensure completeness - Document what each template includes and why

Customizing Template Application: - Templates provide starting point, not rigid requirements - Add or remove access based on specific job needs - Consider temporary permissions for training or projects - Plan to review and adjust permissions after employee settles in

Updating Existing Users¶

📈 Role Changes and Promotions¶

What Typically Changes: - Job title and reporting relationships - Permission levels and system access - Team assignments and project responsibilities - Administrative or supervisory privileges

Managing Permission Transitions: - Add new permissions before removing old ones (when possible) - Test that new access works before finalizing changes - Coordinate timing with manager and employee - Document changes for future reference and auditing

Communication During Changes: - Notify the employee about what's changing and when - Inform team members about new roles and responsibilities - Update managers and other stakeholders as appropriate - Provide training or support for new tools or access areas

🔄 Department Transfers and Reorganizations¶

Organizational Changes: When people move between departments or teams: - Update team assignments and reporting relationships - Adjust permissions to match new role requirements - Remove access to previous department's sensitive information - Add access to new department's tools and resources

Project-Based Access Changes: For temporary or project-specific access needs: - Set up time-limited permissions with automatic expiration - Document the business justification for temporary access - Plan for access removal when project completes - Monitor usage to ensure access is being used appropriately

Password and Authentication Issues: - Reset passwords for users who can't log in - Update authentication requirements (like multi-factor setup) - Handle compromised accounts by updating security settings - Assist with personal device management and security

Compliance and Audit Requirements: - Update access to meet changing regulatory requirements - Document permission changes for audit trails - Ensure access aligns with job responsibilities and business needs - Remove unnecessary permissions to maintain security principles

Deactivating and Removing Users¶

📋 Planning for User Departure¶

Information Gathering: Before deactivating any user account: - Confirm authorization to deactivate (HR, manager approval) - Understand timeline (immediate vs. planned departure) - Identify work ownership and transfer requirements - Plan for team structure updates and replacement coverage

Work and Information Transfer: - Identify files, projects, and information owned by departing user - Coordinate with manager about who should inherit responsibilities - Transfer ownership of shared resources and team materials - Preserve important information while removing personal data

🔧 Step-by-Step Deactivation Process¶

Step 1: Secure Immediate Access - Deactivate login capabilities immediately - Remove access to sensitive systems and information - Disable external access (VPN, remote systems) - Secure physical access devices if applicable

Step 2: Transfer Ownership and Responsibilities - Reassign owned files and projects to appropriate team members - Transfer team leadership or administrative responsibilities - Update shared resources and collaborative spaces - Notify affected teams and stakeholders about transitions

Step 3: Clean Up and Archive - Remove from active teams and project groups - Archive account information according to company policy - Update organizational charts and contact information - Document the departure for future reference

Step 4: System Cleanup - Remove licenses and system allocations for reuse - Clean up personal information while preserving business records - Update any automated processes or reports that included the user - Ensure compliance with data retention and privacy requirements

🕰️ Temporary vs. Permanent Deactivation¶

Temporary Deactivation (Leave of Absence): - Suspend access without deleting account or information - Preserve team assignments and project access for return - Set up automatic reactivation if return date is known - Communicate timeline and process to relevant stakeholders

Permanent Removal (Termination/Resignation): - Complete deactivation with no plan for reactivation - Transfer all work ownership and remove personal access - Follow company policies for data retention and disposal - Document final actions taken and business justification

Bulk Operations and Efficiency¶

📊 Managing Multiple Users at Once¶

When Bulk Operations Are Useful: - New department setup with many similar roles - Organizational restructuring affecting multiple teams - Annual permission reviews and updates - System migrations or major changes affecting many users

Common Bulk Operations: - Mass Permission Updates - Adding or removing access for groups - Team Reassignments - Moving multiple people between departments - Contact Information Updates - Updating addresses or company information - Security Policy Changes - Updating authentication requirements for all users

Safety Considerations for Bulk Changes: - Test bulk operations with small groups first - Have rollback plan in case changes cause problems - Communicate with affected users before making major changes - Document bulk changes thoroughly for audit and troubleshooting

🔍 Search and Filter Techniques¶

Finding Users Efficiently: - Search by name, email, department, or job title - Filter by account status (active, inactive, locked) - Sort by last login date to find unused accounts - Group by team or department for organizational tasks

Advanced Search Capabilities: - Find users with specific permission combinations - Search for accounts created or modified within date ranges - Identify users who haven't logged in recently - Filter by custom attributes or special access flags

Organizing Your Work: - Save commonly used searches for quick access - Create workflows for routine tasks - Use browser bookmarks for frequently accessed user groups - Set up shortcuts for your most common administrative tasks

Troubleshooting Common User Issues¶

"I can't log in" Issues: Most common causes and solutions: - Incorrect password → Reset password and provide secure delivery - Account locked → Unlock account and investigate cause - Account deactivated → Verify status and reactivate if appropriate - System maintenance → Check system status and communicate timeline

"I can't access what I need" Issues: - Missing permissions → Review role requirements and update access - Wrong team assignment → Verify organizational placement and adjust - System integration problems → Coordinate with technical support - Training needed → Provide resources or connect with appropriate help

📱 Device and Remote Access Issues¶

Mobile and Remote Access: - Verify mobile access is enabled for the user's role - Check multi-factor authentication setup - Test VPN or remote access configurations - Provide mobile app installation and setup guidance

Multi-Device Management: - Help users manage access across multiple devices - Configure device-specific security settings - Handle lost or stolen device access removal - Set up new device access for replacements

🆘 Escalation and Advanced Support¶

When to Involve Others: - Technical issues beyond user management scope - Security incidents requiring investigation - Complex organizational changes affecting many systems - Legal or compliance questions about user access

Who to Contact: - IT Technical Support - System integration and technical issues - Security Team - Suspicious activity or security incidents - HR - Employment status questions or policy clarification - Legal/Compliance - Data retention, privacy, or regulatory questions

Best Practices for User Management¶

🎯 Proactive Management¶

Regular Account Hygiene: - Monthly review of inactive accounts - Quarterly permission audits for active users - Annual comprehensive access reviews - Prompt handling of role changes and departures

Documentation and Communication: - Keep clear records of permission changes and justifications - Communicate changes that affect multiple users - Provide clear instructions for common user tasks - Maintain up-to-date contact information and organizational structure

Security-First Mindset: - Grant minimum necessary permissions initially - Add permissions as business needs become clear - Remove unnecessary access promptly - Monitor for unusual activity patterns

📈 Continuous Improvement¶

Learning from Experience: - Track common user issues and develop standard solutions - Document procedures that work well for future reference - Share knowledge with other administrators - Seek feedback from users about their experience

Optimizing Processes: - Streamline common tasks with templates and workflows - Automate routine operations where possible - Improve communication and documentation based on user needs - Plan capacity and resources based on organizational growth

Strategic Thinking: - Understand how user management supports business objectives - Anticipate organizational changes affecting access requirements - Contribute to planning for growth, mergers, or system changes - Build relationships with stakeholders to improve service delivery

People First, Technology Second

Remember that behind every user account is a person trying to do their job effectively. Your goal is to enable their success while maintaining security and organizational control. When people can access what they need without hassle, that's a sign of excellent user management.

Document Everything Important

Good user management requires good record-keeping. Document permission changes, unusual situations, and solutions that work well. This protects both you and your organization, and makes future decisions easier and more consistent.

You're Building Trust

Every positive interaction you have with users - helping them quickly, solving their access problems, making their technology work smoothly - builds trust in both you and the organization's systems. This trust is essential for security, efficiency, and job satisfaction.