Managing Users

This guide covers day-to-day user management tasks including viewing, editing, activating, and deactivating users.

Viewing Users

Users List

Navigate to Users from the sidebar to see all company users:

Filtering Users

Use the filter controls above the table:

Searching Users

Use the search box to find users by:

• Name (partial match)
• Email (partial match)

Sorting

Click column headers to sort:

• Status — Active first or inactive first
• Added — Newest or oldest first

Role Badges

Roles are color-coded:

Viewing User Details

Click anywhere on a user row (except action buttons) to navigate to the user detail page.

The detail page shows:

• Overview — User profile information with role and status
• Booking Requests — Travel requests submitted by this user
• Bookings — Completed travel bookings
• Travelers — Traveler profiles owned by this user
• Delegations — Who can book on this user's behalf
• Policy & Budget — Policies and budgets that apply to this user

Editing Users

Access Edit Form

1. Find the user in the list
2. Click the Edit (pencil) button
3. The edit drawer slides in

Editable Fields

Changing Password

To reset a user's password:

1. Edit the user
2. Enter a new password in the Password field
3. Save changes
4. Communicate new password securely

Changing Role

To change a user's role:

1. Edit the user
2. Select new role from dropdown
3. Save changes

Status Management

Activating Users

To activate an inactive user:

1. Edit the user
2. Change Status to Active
3. Save changes

The user can now log in.

Deactivating Users

To deactivate an active user:

1. Edit the user
2. Change Status to Inactive
3. Save changes

When to Deactivate

• Employee leaves the company
• Temporary suspension needed
• Security concerns
• Leave of absence

Deactivation vs Deletion

Deleting Users

Soft Delete

Rahal uses soft deletion:

• User marked as deleted
• Hidden from normal views
• Data preserved
• Can be recovered by platform admin

How to Delete

1. Find the user in the list
2. Click the Delete (trash) button
3. Read the confirmation message
4. Confirm deletion

After Deletion

• User cannot log in
• User hidden from lists
• Booking history preserved
• Travelers preserved

Recovery

Contact platform administrators to recover deleted users.

Bulk Operations

Currently, user management is one-at-a-time. For bulk operations:

• Use the API for automation
• Contact support for migration help
• Consider scripting for large changes

User Permissions

Viewing User Permissions

To see what a user can access:

1. View the user's role
2. Check the role's permission list
3. Remember base permissions are always included

Permission Troubleshooting

If a user reports access issues:

1. Verify their current role
2. Check the role's permissions
3. Confirm the required permission is in the role
4. Ensure user is active
5. Have user refresh their browser

Best Practices

Regular Audits

Periodically review:

• Inactive users (should they be deleted?)
• Role assignments (are they appropriate?)
• Traveler counts (unusual activity?)

Offboarding

When employees leave:

1. Deactivate immediately (blocks access)
2. Review their booking requests
3. Reassign pending items if needed
4. Delete after grace period

Security

• Use strong initial passwords
• Require password changes
• Review access logs
• Respond quickly to security concerns