Users: adding employees, deactivating them, and departments

Company employees, the sign-in method, access rights, departments, and KPIs are configured in Settings → Users. The section consists of five tiles.

Tile	What is inside
Users	The list of employees with the license turned on or off. This is where you add and deactivate employees
Sign-in settings	The sign-in method for the whole company: standard or via SSO with FreshID. Learn more
Access groups	Scenarios of access right levels: what an employee can see, change, and delete. Learn more
Departments	The list of company departments. Learn more
KPI	Scenarios of performance indicators and the monthly plan. Learn more

What you can doWhat you can do

• Add an employee and send an invitation
• Deactivate an employee and prepare for their departure
• Create company departments
• Configure access rights
• Choose the sign-in method and recover a password
• Enable the temporary assistant for the trial period

Add a userAdd a user

This video shows how to invite a colleague to WorkZeal for collaboration: going to the settings, the "Users" section, roles and departments, service visibility, and sending the invitation.

Open Settings → Users, the Users tile, and click Add. The new employee's card is filled in tab by tab:

Tab	What to enter
Basic information	Full name, email, and login are required fields. With the standard sign-in, the email serves as the login. Click Continue
Access rights	The employee's access group and department (the plus button creates new ones), and module visibility. How groups work is described in the Access rights article
Additional information	Job title and date of birth, if needed. You can fill them in later
Invitation	The link for signing in to the application, learn more

Click Save. Changes in the user card are applied only after saving.

InvitationInvitation

After saving, the employee receives an invitation email at the address entered on the Basic information tab: they simply need to click the link to get started.

If the email got lost or the employee cannot sign in, for example, they are unable to recover the password, issue the link again:

1. Open the employee's card in the list of users.
2. On the Invitation tab, click Get link.
3. Copy the link from the window and send it to the employee in a messenger or by email. The same link is also sent to their email at the same time.

Deactivate a userDeactivate a user

A deactivated employee can no longer sign in to the application. It is worth deactivating an employee:

• when they leave the company: right away, as soon as the decision has been made or you need to block the employee's access;
• when you reduce the number of licenses: before the next subscription renewal, so that you do not pay for employees who are not working. Learn more in the Subscription payment article.

To deactivate an employee, turn off the toggle in their row in the list of users.

Deactivated employees are hidden from the list. To see them, switch the Active toggle at the top. The temporary assistant is also there, among the inactive users.

If an employee leavesIf an employee leaves

It is best to plan the steps in advance, together with the employee who has full rights 👑

1. If the employee's corporate email is connected to the CRM, first disconnect it from their account.
2. Deactivate the employee with the toggle in the list of users.
3. Change the password for their corporate email.
4. To avoid losing incoming messages, connect this email account to another employee.
5. Select the clients assigned to the employee in the list and hand them over to another employee or distribute them among several employees.

DepartmentsDepartments

Departments describe the structure of your company. You need them if each department has its own access rights to data and its own line managers. Branches in different cities are also conveniently set up as departments, for example, "New York department" and "Chicago department": this way, in the future you will be able to see the revenue distribution between cities.

Departments are in Settings → Users, the Departments tile. By default, five departments are created. You can use them as they are, rename them, delete them, or add your own.

• Add: click Add, enter the department Name, and right away select in the Department KPI field which performance indicators will be tracked for this department. Click Save.
• Rename: click the department, enter the new name in the card that opens, and save.
• Delete: hover over the department, click the trash icon in the upper left corner, and confirm the deletion. You can only delete a department that does not include any employee with clients assigned to them.