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User & Access Management

A Simple Guide to Adding Users, Defining Permissions, and Creating Member Groups

Support Staff

Last Update hace 9 meses

The User & Access area is the administrative control center for managing all individuals associated with your community, ensuring that everyone including residents (owners, tenants), staff (gatekeepers), and administrators is properly registered and assigned the correct level of access. This centralized function allows you to control roles, define unit assignments, and organize members into communication groups for efficient operations.

User & Access Dashboard Overview

​The main dashboard provides a crucial summary of all people registered and organized within the community system.

  • Users: The total number of unique individuals registered in the system.
  • Active Users: The count of users whose accounts are currently active.
  • Inactive Users: The count of users whose accounts have been blocked or marked inactive. These account cannot be log in.
  • Role Distribution: Shows the breakdown of registered people by their assigned system function.
  • User Groups: The total count of custom groups created specifically for targeted communication and tasks.

​How to Create a New User

​Step 1: Start the Process​
  • Click the + Create User button located on the top right of the User & Access dashboard.
​Step 2: Enter Identity Details
  • ​Fill in the person's Full Name.
  • ​Enter their Mobile Number and Email Id.
​Note: The system checks the mobile number. If the user already exists in the CiviQ ecosystem, they will be linked to the new unit without updating their password
Step 3: Define Role and Status
  • ​Select the user's Role (e.g., Unit User, Admin, Gatekeeper).
  • ​Select their Governing Body Designation if they are part of the management committee (e.g., Secretary).
  • ​Set the Status to Active to grant login access, or Block/Inactive to restrict it.
​Step 4: Define Unit Assignments
  • ​Set the Unit User Type as Owner or Tenant.​Select the corresponding Block and Unit (flat/villa) where the person resides.​If the person is associated with more than one unit, click + Add Assignment to link them to the additional properties.
Step 5: Assign Groups and Set Password
  • ​Select any relevant Group(s) the user should join (e.g., Sports Group, Festival Group).
  • ​Enter an initial Password for the user's first login.(Optional)

Step 6: Finalize

  • Click Save. The user's account is now created and active.

How to create User Group

User Groups are tools used to categorize residents based on common interests, demographics, or responsibilities, which is vital for enabling targeted communication and effective management of specific activities.

Step 1: On the dashboard, click the +Create User Group button.

Step 2: Group Name
  • Enter a specific, descriptive name (e.g., "Sports Group").

Step 3: Add Members

  • Use the Select user field to search for and add registered people to the new group. Click +Add Member to quickly include additional users.

Step 4: Create

  • Click Create
Filtering and Searching Users

​The top section of the Users table features several tools to help administrators quickly find and organize user data:

1. Search Table ​Function: The "Search table" field allows you to find specific users instantly.​Use: You can search by entering text from any column, such as a user's Name, Mobile Number, Email, Block/Unit assignment, or Group name.
2. Dropdown Filters​: These dropdown menus allow you to narrow down the list of users based on specific criteria:
  • All Roles: Filters users based on their functional role in the system.
  • ​Options: Includes Admin, Unit User, and Gatekeeper.
  • ​All Identities: Filters users based on their residential status.
  • ​Options: Includes Owner (or Unit User Type) and Tenant.
  • All Status: Filters users based on their current account accessibility.
  • ​Options: Includes Active (can log in) and Inactive/Blocked (access is suspended).
  • Clear Filter ​Function: The Clear button resets all applied dropdown filters and the search term, returning the table to its default state of showing all users.
  • Show Entries ​Function: This dropdown (labeled "Show 20" in the example) controls the number of user entries displayed on a single page.​Use: Helps manage the display size for communities with many users.
  • Export​ Function: The Export button allows administrators to download the displayed user data.
  • ​Use: This is typically used to generate a spreadsheet (like a CSV or Excel file) containing a complete list of users, their contact information, roles, and assignments for external record-keeping or reporting. The export usually reflects the currently applied filters.

User Group

The table lists all custom-created groups and their relevant data:

Group Name: The descriptive name assigned when the group was created (e.g., Governing Body, Sports Group, Festival Groups). Note that All Members is a system-created default group.Members: Displays the names of people currently belonging to that specific group.Member Count: The total number of users currently assigned to the group (e.g., 3 members).
Group Actions​

Under the Actions column, you have three primary functions for managing each group:​View: Displays the complete, detailed list of all users and their associated information within that specific group.​Edit: Allows you to change the group's name or add/remove members from the group.​Delete: Permanently removes the custom group from the system (cannot be performed on the default "All Members" group).

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