Managing User Access and Accounts in the Users Module
The Users module is an administrative tool used exclusively by Organization Admins to manage the people who have access to their organization's Jenius instance. It provides complete control over invitations, system and sales roles, manager assignments, and user account statuses.
Please note: This module is for administrators only. Individual users manage their personal details in their own Account Settings, not in this module.
How-To Guides
How to Access the Users Module
To manage your organization's users, navigate to the administrative menu:
- Locate the collapsible primary navigation ribbon on the left side of the screen.
- Click on Users.
- You will see a table displaying your organization's users, including their names, emails, sales roles, managers, current statuses, and available action menus.
How to Invite Users
You can invite new team members to Jenius either individually or in groups:
- Inviting Individually: Click the invite button, enter the user's work email address, select their initial System and Sales Roles, assign their Manager, and send the invitation.
- Inviting in Bulk: Upload a formatted CSV file containing your users' details to send out multiple invitations simultaneously. Please validate your CSV formatting before uploading to avoid system errors.
How to Manage Invitations and Account Details
If an invitation has not been accepted or user details need updating, you can modify them from the table:
- Resending or Canceling: Click the action menu next to a user with a Pending or Expired status to resend their invitation email or cancel their access.
- Editing User Details: Click the action menu next to an active user to edit their Sales Role, System Role, or assigned Manager.
- Deactivating Accounts: If a team member leaves the company, you can deactivate their account to revoke access. Their historical data will be retained for reporting and security purposes.
Key Concepts and Vocabulary
To manage your team effectively, familiarize yourself with these core statuses:
- Active: The user has accepted their invitation and is actively using the platform.
- Pending: The invitation email has been sent, but the user has not completed their account setup.
- Expired: The user did not accept their invitation before the link expired.
- Deactivated: The user's platform access has been revoked by an administrator.
Frequently Asked Questions (FAQs)
Can I change a user's email address after an invitation is sent?
No. Email addresses act as unique identifiers within Jenius and are crucial for external integrations. If a user's email was entered incorrectly, you must permanently remove the user profile from the system and invite them again using the correct work email.
What happens if an invitation link expires?
If a pending user's invitation expires before they can set up their account, locate their name in the Users table and select the option to resend the invitation email.
Can standard users change their own Sales Role?
Yes. Users can update their Sales Role within their personal Account Settings. However, Organization Admins have the authority to override this and change a user's Sales Role directly from the Users module.
Why is it important to use work email addresses?
Work email consistency is critical for external integrations (such as CRM systems) to sync properly. Using non-work or personal email addresses can break these connections.
