Users is where every person with an account in Weblabor Admin is kept: their details, their documents, their status, and the positions that give them their roles. This guide shows how to add someone, what each field means, and the actions you can run on an account. Positions and contracts have their own guide, Positions, contracts and pay.
Who can use it
Users is in the admin panel. To reach it, open the menu at the top right and choose Go To Admin Panel; Users is in the Users group of its side menu. You see it only if your role gives you access to the admin panel and to users. Creating, editing and deleting people each need their own access, so you may see the list without the buttons to change it.
The list
The list shows each person's Name, Member Since (how long ago the account was made), whether their Birthday is filled in, whether their Documents are complete (both the identification and the proof of address), whether they have a signed Contract, their Residency, their Role, their Identity (what they sign in with), when they Last Logged At, and their Status.
At first it shows only active people. Open the filters and change Active to No to see everyone else. With nobody to show, the list says No data to show.
Add a person
- Click Create User.
- Type the Name.
- Fill in how the person signs in. Email appears when people sign in with an email, and Phone and Username when people sign in with those; you need at least one, and each must not belong to another account. An email cannot contain accented letters or ñ.
- Type a Password of at least 8 characters, or click the arrows inside the field to generate one.
- Fill in what you know of the rest. None of it is required:
- Personal Email: the person's own address. Contracts are sent to it.
- Birth Day, Phone Number and Residency.
- Time Zone: the dates and times the person sees are shown in it. A new person gets Mexico City when you leave it empty; see Dates and time zones.
- Pin: appears only when the security PIN is turned on. Type 4 digits to set the person's PIN, or leave it empty to keep the one they have; see The security PIN.
- Identification and Address: upload the identification document and the proof of address in the area that says Drop your files here or click to choose them.
- Email Verified: tick it when the email is known to be right.
- Status: Active at first; see below.
- Work hours: the hours a day the person works, from 01 h to 12 h.
- Description: any note.
- Is in Slicing Pie: tick it when the person takes part in the Slicing Pie. Only those people see it in their menu.
- Any custom fields your company has added; see below.
- Click Add User.
When the account has an email and you typed a password, the person gets a welcome email with the email they sign in with and that password, and the first time they sign in they are asked to choose a new one.
The new person has no role yet. Roles come from positions: open the person and add a position, as explained in Positions, contracts and pay.
A person's page
Open a person from the list to see everything above, plus the date their email was verified, the job Application they came from if they were hired through one, the Country, State and City detected for them, and the Blocked At date when they are blocked.
Below, Schedules lists their work schedules (see The org chart), Positions lists their positions, and Communication Logs lists the messages sent to them.
To change something, click Edit, change it and click Save Changes. Leave Password empty to keep the current one.
If you hold the company's top role and saving a person changes their roles, for example because you set a Status other than Active, they are emailed a Role Update Notification naming the roles they lost and the roles they gained. Saving without changing their roles sends nothing.
Status
Status is Active, Inactive, Archived or Removed. Only Active counts as active; the other three work the same way. When you set a person to any of them:
- They are taken out of every project they belonged to.
- They lose their roles when their account is saved, and get them back from their positions if they become Active again.
- They leave the org chart and the lists of people to choose from.
- They are signed out and cannot sign in; they are told Your account is not active, please contact support. Set them back to Active to let them in again.
Actions on an account
These are on the person's page; Act as is also at the end of each row of the list. They run as soon as you click them, without a confirmation, except Change Database Password, which asks for the password first.
- Act as signs you in as that person, so you see the panel exactly as they do. It is offered on every account except your own and, unless you are a super administrator yourself, the super administrators' accounts; accounts with the company's top role are included. Everything you do meanwhile is done as them. To go back to your own account, open the menu at the top right and choose Stop acting, which takes the place of Sign out. You cannot act as a second person until you stop: trying it shows You're already acting as an user.
- Cost Times opens the list of time this person has recorded on tasks, with what it is estimated to cost and what has been paid. You need access to time records or to finances to open it.
- Block User signs the person out and stops them from signing in; they are told You are blocked, please contact support. Their page then shows the Blocked At date. While they are blocked the button reads Unblock User; click it to let them in again. It is not offered on accounts with the company's top role.
- Reset Pin appears only when the security PIN is turned on, and only to people with the company's top role. It erases the person's PIN and you see The user pin has been reset successfully. They are asked to set a new one when they next need it; see The security PIN.
- Change Database Password gives the person a new password on the project databases. Only super administrators see it. It changes their access on the servers, so read Sync users with Ploi before you use it.
Delete removes the person from the list. It is not offered on the super administrators' accounts.
Buttons at the top of the list
- Sync Data opens the tool that checks everyone's database access. Only super administrators see it, and anyone else who opens its address gets an error page; see Sync users with Ploi.
- Check Contracts asks the signing service for the state of every contract that has been sent and is not finished yet; see Positions, contracts and pay.
- Create User adds a person, as above.
Import from Excel
The icons above the table export the list to a spreadsheet, import people from one, and choose the Columns you see. Import appears only if you can both see and create users.
- Click Import. The page is titled Import Users.
- In Excel file, choose an XLSX, XLS or CSV file. Columns are matched by the headings of the export, so the easiest way to get them right is to export the list first and edit that file.
- Click Analyze file to see which columns will be imported and which will be ignored.
- Click Import rows, and review the result: how many rows were Imported, and the Errors of the rows that were not.
Rows with an ID update that person, changing only the columns in the file. Rows without one create a new person with the same rules as the form. A file without a Status column keeps each existing person's status as it is, and creates new people as Active. People created this way get a random password that nobody sees and no welcome email: tell them to use Forgot password? on the sign-in page.
Custom fields
When the company needs to keep something about people that the form does not ask for, click Custom fields above the table. Anyone who can create or edit users can add, order, change and delete them, and they then appear at the end of every person's form. How they work is explained in Add custom fields.