How to Edit User

Overview

Update user details, change role assignments, grant or revoke admin privileges, and manage user status. Essential for maintaining accurate user information and access control.

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Prerequisites

• Admin privilege to access Bizconnekt Admin
• "Edit User" permission enabled
• Knowledge of user's current role and requirements
• Approval from department head for role changes

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Step-by-Step Guide

Step 1: Access Manage Users

Navigate to the user management interface to view all users.

Path: Subscription → Manage Users (in the Admin console)

1. Open Bizconnekt Admin portal
2. Click Subscription in left sidebar
3. Select Manage Users submenu
4. Users List page displays with all users

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Step 2: Locate the User

Find the specific user you want to edit from the users list.

Using the Users List:

Column	Information	Use for Search
Email	User's email address	Quick identification
User Name	First and Last name	Find by person's name
Role	Current role assignment	Filter by role level
Status	Active/Inactive	Check account status
Is Admin	Yes/No	Identify admins

Browsing Options:

• Scroll through the list
• Use browser search (Ctrl+F) to find email or name
• Sort by clicking column headers
• Look for status indicators

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Step 3: Open Edit Form

Click the edit action to open the user details for modification.

1. Locate the user row in the table
2. Find Action column (rightmost column)
3. Click Edit icon (pencil/pen icon)
4. Edit User page opens with current details

Current Information Displayed:

• Email (read-only, cannot be changed)
• Contact Number
• First Name
• Last Name
• Department
• Current Role
• Admin Privilege status
• User Active status

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Step 4: Update User Details

Modify the user information as needed. Email cannot be changed; all other fields are editable.

Contact Number

• Update if user's phone number changed
• Select country code (+91 for India)
• Enter new 10-digit number
• Used for notifications and security

First Name

• Correct spelling if needed
• Update if name changed
• Max 50 characters

Last Name

• Correct spelling if needed
• Update if name changed
• Max 50 characters

Department (Dropdown)

• Change if user moved to different department
• Affects role assignment and approvals
• Impacts user's access permissions
• Consult with both old and new department heads

Role (Dropdown)

• Appears after department selection
• Shows roles specific to selected department
• Change between L1, L2, L3 as needed
• Consider approval workflow impact

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Step 5: Manage Permissions

Control admin access and user account status.

Grant Admin Privilege (Checkbox)

Check the Box

✓ Grants:

• Access to BizAdmin portal
• Configuration capabilities
• User management rights
• System-wide settings access

When to Grant:

• Promoting to admin role
• System administrator assignment
• Business owner access

Uncheck the Box

✗ Revokes:

• BizAdmin portal access
• Cannot configure settings
• Cannot manage users
• Regular user access only

When to Revoke:

• Role change to non-admin
• Security policy compliance
• Termination process

User is Active (Checkbox)

Checked = Active

✓ User Can:

• Log in to platform
• Access assigned modules
• Create and approve transactions
• Receive notifications

Normal State:

• Keep checked for active employees
• Standard operational status

Unchecked = Inactive

✗ User Cannot:

• Log in to platform
• Access any modules
• Perform any actions
• Account is suspended

When to Uncheck:

• Employee terminated
• Extended leave
• Security suspension
• License recovery

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Step 6: Save Changes

Apply the modifications to the user account.

1. Review all changes made
2. Verify department and role are correct
3. Confirm permission settings are appropriate
4. Click Update User button
5. System saves changes
6. Returns to Users List page
7. Changes reflect immediately

Alternatively:

• Click Cancel to discard changes
• Returns to Users List without saving

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What Can Be Changed

Editable Fields

Always Editable:

• Contact Number
• First Name
• Last Name
• Department
• Role (within selected department)
• Admin Privilege
• User Active Status

Non-Editable Fields

Cannot Be Changed:

• Email Address (permanent identifier)
• User creation date
• System-generated user ID

Important: If email address needs to be changed, deactivate the old user and create a new user with correct email. The new user will be treated as a separate account.

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Common Edit Scenarios

Scenario 1: Change User's Department and Role

Situation: Purchase Executive promoted to Purchase Manager.

Current State:

• Name: Ram Chauhan
• Department: Purchase
• Role: L1-Purchase
• Admin: No

Steps:

1. Open Edit User for Ram Chauhan
2. Department: Purchase (keep same)
3. Role: Change to L2-Purchase
4. Admin Privilege: Keep unchecked
5. User is Active: Keep checked
6. Click Update User

Result: User now has manager-level permissions and approval authority.

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Scenario 2: Grant Admin Privilege to Department Head

Situation: Finance Head needs admin access to configure settings.

Current State:

• Name: Harsh Singh
• Department: Finance
• Role: L3-Finance
• Admin: No

Steps:

1. Open Edit User for Harsh Singh
2. Keep all details same
3. Admin Privilege: Check the box ✓
4. Click Update User

Result: User can now access BizAdmin portal while retaining L3-Finance role.

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Scenario 3: Deactivate Terminated Employee

Situation: Employee left the company, need to suspend access.

Current State:

• Name: Former Employee
• Status: Active
• Admin: No

Steps:

1. Open Edit User for the employee
2. Keep all details unchanged
3. User is Active: Uncheck the box ✗
4. Click Update User

Result: User account suspended, cannot log in, license slot freed for new user.

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Scenario 4: Transfer User to Different Department

Situation: Sales Executive moved to Customer Service department.

Current State:

• Name: Employee Name
• Department: Sales
• Role: L1-Sales

Steps:

1. Open Edit User
2. Department: Change to Customer Service
3. Role: Select L1-Customer Service (auto-updates)
4. Keep other settings same
5. Click Update User

Result: User now has Customer Service role and associated permissions.

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Scenario 5: Update Contact Number

Situation: User changed their mobile number.

Current State:

• Contact: +91 9876543211

Steps:

1. Open Edit User
2. Contact Number: Clear old number
3. Enter new number: 9876543210
4. Keep all other fields unchanged
5. Click Update User

Result: System notifications will now go to new number.

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Field-Specific Guidelines

Contact Number Updates

When to Update:

• User reports number changed
• Security issues with old number
• SIM card replaced or lost
• Employee verification needed

Best Practice:

• Verify new number with user directly
• Test with verification SMS if available
• Document the change
• Update in HR records as well

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Department Changes

Impact of Department Change:

Affects:

• Available role options
• Module access permissions
• Approval workflow routing
• Report visibility
• Team assignments

Consider:

• Inform old department head
• Notify new department head
• Update approval workflows
• Train on new department processes
• Document the transfer

Approval Required:

• Get approval from both department heads
• Ensure no pending transactions in old role
• Complete handover of responsibilities
• Update job description if needed

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Role Changes

Role Hierarchy:

From Role	To Role	Common Reason	Additional Steps
L1 → L2	Promotion to Manager	Career growth, performance	Update approval limits
L2 → L3	Promotion to Head	Department leadership	Configure workflows
L3 → L2	Demotion or restructure	Performance, org change	Revoke high-value approvals
Any → Any	Department transfer	Business need, skills	Cross-department handover

Role Change Checklist:

• Inform user of the change
• Update approval workflows if L2/L3
• Train on new responsibilities
• Update reporting structure
• Modify approval limits if needed
• Document the change reason

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Admin Privilege Management

Granting Admin Privilege:

Before Granting Admin Access:

Verify:

• User actually needs admin access
• User understands admin responsibilities
• User has completed security training
• Business owner has approved
• Documentation exists for admin users

Document:

• Reason for granting access
• Date of privilege grant
• Approved by whom
• Expected duration (if temporary)
• Review date

Revoking Admin Privilege:

Immediate Revocation Required When:

• User role changed to non-admin position
• User transferred to different company
• Security breach suspected
• Employment terminated
• Temporary access period ended

Process:

1. Open Edit User
2. Uncheck "Grant admin privilege"
3. Update User
4. Notify user of access change
5. Document the revocation
6. Review what user configured while admin

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User Status Management

Active vs Inactive:

Status	When to Use	Impact	License
Active	Current employees	Full platform access	Consumes license
Inactive	Terminated, suspended, long leave	No platform access	Frees license slot

Deactivation Process:

When to Deactivate:

• Employee termination (same day)
• Extended leave (3+ months)
• Security suspension
• License optimization
• Account consolidation

Steps:

1. Complete pending transactions assigned to user
2. Reassign active tasks to another user
3. Document deactivation reason
4. Open Edit User
5. Uncheck "User is Active"
6. Update User
7. Notify relevant stakeholders

Reactivation Process:

When to Reactivate:

• Return from extended leave
• Rehire or contract renewal
• Suspension period ended
• Temporary role reactivation

Steps:

1. Verify employment status
2. Check license availability
3. Open Edit User
4. Check "User is Active"
5. Verify all details are current
6. Update User
7. Send new invite if needed
8. Confirm user can log in

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Troubleshooting

Issue 1: Cannot Change Department

Symptoms: Department dropdown disabled or change doesn't save

Solutions:

• User has pending transactions in current department
• Complete or reassign pending transactions first
• Check if user is assigned as approver in workflows
• Update workflows before changing department
• Contact support if issue persists

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Issue 2: Role Dropdown Empty After Department Change

Symptoms: No roles appear after selecting new department

Solutions:

• Department might not have roles created
• Go to Organization > Departments
• Verify department exists with L1, L2, L3 roles
• Refresh the Edit User page
• Select department again

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Issue 3: Update User Button Not Working

Symptoms: Click Update User but nothing happens

Solutions:

• Check for validation errors (red highlights)
• Ensure all required fields are filled
• Verify contact number has 10 digits
• Check browser console for errors
• Try refreshing page and editing again
• Use different browser if issue continues

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Issue 4: Changes Not Reflecting Immediately

Symptoms: User reports old permissions still active

Solutions:

• Ask user to log out completely
• Clear browser cache and cookies
• Log back in to see updated permissions
• Changes are immediate but require fresh login
• Wait 5 minutes and try again
• Contact support if still not reflecting after 30 minutes

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Issue 5: Cannot Remove Admin Privilege

Symptoms: Admin checkbox stays checked, cannot uncheck

Solutions:

• Might be primary admin account (cannot remove)
• Ensure at least one other admin exists
• System requires minimum one active admin
• Add another admin first, then remove from this user
• Contact support for primary admin changes

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Best Practices

User Management Excellence

Regular Reviews:

• Audit user list quarterly
• Verify active users are current employees
• Check admin privilege assignments
• Review role assignments for accuracy
• Update contact information proactively

Change Management:

• Document all significant changes
• Notify users before making changes
• Test critical user changes in off-hours
• Communicate role changes to teams
• Maintain change log for compliance

Security Practices:

• Deactivate terminated users same day
• Review and limit admin privileges
• Monitor unusual activity patterns
• Enforce strong password policies
• Regular security awareness training

Communication:

• Inform user before role changes
• Explain new permissions and responsibilities
• Provide training for role upgrades
• Document expectations clearly
• Follow up after changes

Compliance:

• Maintain audit trail of changes
• Document reason for privilege changes
• Keep records of deactivations
• Regular access certification reviews
• Comply with data privacy regulations

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When Not to Edit

Do NOT Edit When:

Avoid Editing If:

User has critical pending transactions:

• Wait for transaction completion
• Or reassign transactions first

During active approval workflows:

• May disrupt approval chains
• Complete workflows before changes

Email address needs changing:

• Cannot edit email
• Deactivate and create new user instead

During month-end/year-end closing:

• Financial period sensitivity
• Wait for closing completion

Without proper approvals:

• Get department head approval
• Follow change management process

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Related Actions

• Add User - Create new user accounts

• Role Permissions - Configure access rights
• Approval Workflows - Set up approval routing

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Frequently Asked Questions

Q: Can I change a user's email address?

A: No, email addresses cannot be changed as they're the unique identifier. Deactivate the old user and create a new user with the correct email.

Q: What happens to user's data when I deactivate them?

A: All their historical data (transactions, approvals, etc.) remains intact. Only login access is revoked. Data is preserved for audit and compliance.

Q: Can a deactivated user be reactivated?

A: Yes, simply edit the user and check "User is Active" again. All previous data and settings remain available.

Q: How do I know if a user has pending transactions?

A: Check Bizconnekt App for user's name in pending approvals or open documents. Contact the user or their manager to identify pending work.

Q: Can one user have admin privilege in one BU but not in another?

A: No, admin privilege is tenant-wide. If a user has admin privilege, they have it across all business units in your organization.

Q: What's the difference between deactivating and deleting a user?

A: You can only deactivate users (temporarily suspend access). Deletion is not available to preserve audit trails and historical data integrity.

Q: Will changing a user's role affect their existing transactions?

A: No, completed transactions remain associated with the user regardless of role changes. Only future transactions and approvals are affected.

Q: Can I bulk edit multiple users at once?

A: No, each user must be edited individually. Bulk edit feature is planned for future releases.

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Need help? Contact support at support@bizconnekt.com