User Management

Learn how to add, remove, and manage users in your Custojo workspace

User Management

Effective user management is essential for maintaining security and ensuring smooth operations in your Custojo workspace. This guide covers everything you need to know about adding, removing, and managing users.

Manage Your Team

As your organization grows, proper user management becomes increasingly important. Custojo provides powerful tools to help you maintain control over who has access to your workspace and what they can do within it.

Adding New Users

Inviting Team Members

There are several ways to add new users to your Custojo workspace:

For adding users one at a time:

  1. 1

    Go to Workspace Settings

    Click on the gear icon in the workspace navigation menu.

  2. 2

    Select "Members"

    Navigate to the Members tab in the settings menu.

  3. 3

    Click "Invite Members"

    Look for the button to add new users to your workspace.

  4. 4

    Enter Email Address

    Add the email address of the person you want to invite.

  5. 5

    Assign Role

    Select the appropriate role from the dropdown menu.

  6. 6

    Send Invitation

    Click "Send Invite" to email the invitation.

Note:

Pro Tip: When inviting multiple users, consider creating a spreadsheet with user details first, including names, email addresses, and roles. This makes it easier to track who has been invited and ensures no one is missed.

Managing Existing Users

Viewing User Information

To view details about existing users:

  1. 1

    Go to Workspace Settings > Members

  2. 2

    Browse the list of users

  3. 3

    Click on a user's name to view their profile

The user profile shows:

  • Contact information
  • Role and permissions
  • Project assignments
  • Activity history

Modifying User Settings

To change settings for an existing user:

  1. 1

    Go to Workspace Settings > Members

  2. 2

    Find the user you want to modify

  3. 3

    Click the three-dot menu next to their name

  4. 4

    Select from options:

    • • Edit Profile
    • • Change Role
    • • Reset Password
    • • Disable Account
    • • Remove from Workspace

User Onboarding and Offboarding

Streamlining User Lifecycle Management

Properly managing the entire user lifecycle is crucial for security and operational efficiency:

Best practices for bringing new users into your workspace:

Prepare Welcome Materials

Create documentation that introduces new users to your workspace structure and processes.

Assign Proper Roles

Ensure users have the right level of access for their job functions.

Project Assignment

Add users to relevant projects immediately so they can start contributing.

Training Session

Schedule a brief orientation to help new users navigate the system.

Onboarding Checklist:

  • Send invitation with welcome message
  • Assign appropriate role and permissions
  • Add to relevant projects and teams
  • Share documentation and resources
  • Schedule orientation or training
  • Follow up after first week to address questions

User Security and Compliance

Maintaining Security Standards

Implement these security best practices for user management:

Password Policies

Enforce strong password requirements:

  • • Minimum 12 characters
  • • Mix of uppercase and lowercase letters
  • • Include numbers and special characters
  • • Regular password rotation (every 90 days)
  • • Prevent password reuse

Two-Factor Authentication

Enhance account security:

  • • Require 2FA for all admin accounts
  • • Encourage 2FA for all users
  • • Support multiple 2FA methods
  • • Provide backup codes for emergencies
  • • Monitor 2FA adoption rates

Access Reviews

Regularly audit user access:

  • • Quarterly review of all user accounts
  • • Verify appropriate permission levels
  • • Identify and remove inactive accounts
  • • Document review process for compliance
  • • Implement automated access reviews

Activity Monitoring

Track user actions for security:

  • • Log all login attempts
  • • Monitor for suspicious activity
  • • Set up alerts for unusual behavior
  • • Retain activity logs for audit purposes
  • • Review security reports regularly

Bulk User Management

Managing Users at Scale

For organizations with many users, these tools can help:

CSV Import/Export

Manage multiple users through spreadsheet operations:

  1. 1

    Go to Workspace Settings > Members

  2. 2

    Click "Import/Export"

  3. 3

    Choose to export current users or import new ones

  4. 4

    Follow the template format for imports

User Groups

Organize users into functional groups for easier management:

  1. 1

    Go to Workspace Settings > Groups

  2. 2

    Create groups based on departments, teams, or functions

  3. 3

    Add users to appropriate groups

  4. 4

    Assign permissions at the group level

Next Steps

User Roles & Permissions

Learn more about role-based access control in Custojo.

System Settings

Configure global settings for your Custojo instance.

Note:

Pro Tip: Regularly review your user management practices to ensure they align with your organization's security policies and compliance requirements. As your team grows, you may need to implement more sophisticated user management strategies.