User Management

GeniusHRM separates Users (login accounts) from Employees (HR records). A user account grants access to the system; an employee record stores HR data. The two are linked, but can exist independently.

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Accessing User Management

Navigate to Admin Panel → Users or go to /admin/users. This section is only visible to users with the Admin role.

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Creating a User

1. Click Add User (top right)
2. Fill in the required fields:

Field	Required	Description
Name	Yes	Full display name
Email	Yes	Must be unique; used as login identifier
Password	Yes	Minimum 8 characters
Role	Yes	Select from available roles
Employee	No	Link to an existing employee record
Status	Yes	Active or Inactive

3. Click Create User

The user receives a welcome email (if SMTP is configured) with a link to set their password.

Linking to an Employee

When a user account is linked to an employee record, the employee's profile information (name, department, position) is automatically reflected in their user account. This ensures consistency across HR records and login sessions.

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Editing a User

1. Find the user in the list using the search bar or filters
2. Click the Edit icon (pencil) in the Actions column
3. Modify any field except the password (use the password reset function for that)
4. Click Update User

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Resetting a Password

Admin Reset

1. Locate the user in the Users list
2. Click the More (ellipsis) menu → Reset Password
3. Enter a new password and confirm
4. Click Reset — the user can log in immediately with the new password

User Self-Reset

Users can reset their own password via the login page:

1. Click Forgot Password on the login screen
2. Enter their registered email address
3. A password reset link is emailed to them (requires SMTP to be configured)
4. They click the link and set a new password

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Deactivating a User

Deactivating a user prevents them from logging in without deleting their account or any associated data.

1. Open the user's edit form
2. Change Status to Inactive
3. Click Update User

The user will be logged out of any active sessions immediately.

To reactivate, repeat the process and set Status back to Active.

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Deleting a User

WARNING

Deleting a user is irreversible. Their login account is permanently removed. Any linked employee record remains intact.

1. Click the More (ellipsis) menu → Delete User
2. Confirm the deletion in the confirmation dialog

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Filtering and Searching Users

The user list supports the following filters:

Filter	Options
Search	By name or email
Role	Filter by any assigned role
Status	Active / Inactive

Results are paginated with 15 users per page by default.

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User Audit Trail

Every action a user takes (create, update, delete operations across all modules) is recorded in the Audit Log. See Audit Log for details.

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Bulk Operations

From the Users list, you can select multiple users and:

• Deactivate selected — Set all selected users to Inactive
• Activate selected — Set all selected users to Active
• Delete selected — Permanently remove selected users (use with caution)

Select users using the checkbox in each row, then use the Bulk Actions dropdown.