Administration

Manage users, permissions, organisation settings, and system configuration.

Overview

The Administration module provides:

• User and access management
• Role and permission configuration
• Organization structure
• System settings
• Audit logging
• Data management

User Management

User Dashboard

View all users:

• Active users count
• Pending invitations
• Recent activity
• License usage

Adding Users

Inviting a New User

1. Enter user details:

• Email address
• First and last name
• Role assignment
• Department (optional)
• Manager (optional)

1. User receives email with setup link

User Setup Process

1. User clicks invitation link
2. Sets their password
3. Configures two-factor authentication (if required)
4. Completes profile information
5. Account is activated

Managing Users

User Profile

Each user record includes:

Editing Users

1. Open user record
2. Modify details as needed
3. Save changes

Deactivating Users

1. Open user record

1. Confirm action
2. User loses access immediately
3. Their data is preserved

Reactivating Users

1. Filter users to show inactive
2. Open the user record

1. User can log in again

Deleting Users

Note: Deleting is permanent. Consider deactivating instead.

1. Open user record

1. Confirm deletion
2. Historical references are preserved

User Settings

Password Policies

Configure password requirements:

• Minimum length (8+ recommended)
• Require uppercase letters
• Require lowercase letters
• Require numbers
• Require special characters
• Password expiry period
• Prevent password reuse

Session Management

• Session timeout duration
• Maximum concurrent sessions
• Remember me duration
• Force logout after password change

Two-Factor Authentication

Options:

Supported methods:

• Authenticator app (TOTP)
• SMS verification
• Email verification

Roles and Permissions

Understanding Roles

Roles define what users can access and do:

• Group permissions together
• Assign to users
• Control module access

Default Roles

Managing Roles

Creating a Role

1. Enter role name and description
2. Select permissions
3. Save the role

Editing Roles

1. Open the role
2. Modify permissions
3. Save changes
4. All users with this role are updated

Cloning Roles

1. Open existing role

1. Modify as needed
2. Save as new role

The Permission Matrix

Permissions in Mployr are fine-grained. Rather than a single switch per module, each sub-resource within a module has its own permissions - so you can, for example, let a role view people but not their bank accounts, or manage rosters without touching payroll.

How It Works

1. You'll see a matrix of modules and their sub-resources down the side, and actions across the top
2. For each row, grant the actions the role should have:

Default-Deny

Access is default-deny: if a role hasn't been granted a permission, it doesn't have it. This means new modules and sub-resources are safe by default - you opt roles in rather than scrambling to lock things down. Buttons and pages a person can't use are hidden from them.

User Groups

User groups let you grant the same access to several people at once, instead of assigning roles person by person.

1. Add people to the group
2. Grant the group its access

Changing the group updates everyone in it - useful for teams whose access should always match.

Module Access

Beyond individual permissions, you can switch whole modules on or off for a role under Admin > Modules. If a role doesn't need Recruitment or Accounting, turn those modules off and they disappear from that role's navigation entirely - keeping the interface focused on what each person actually does.

Permission Categories

Module Permissions

Control access to modules:

Feature Permissions

Specific feature access:

• Run reports
• Approve requests
• Manage workflows
• Access admin settings

Data Permissions

Control data visibility:

Permission Inheritance

How permissions cascade:

1. Role permissions apply first
2. User-specific overrides second
3. Deny takes precedence over allow

Organization Structure

Business Settings

Company Profile

1. Configure:

• Business name
• ABN/ACN
• Address
• Phone and email
• Website
• Industry

Branding

Customize the system appearance:

• Upload company logo
• Upload letterhead image
• Set brand colours
• Configure email templates

Regional Settings

• Date format (DD/MM/YYYY, MM/DD/YYYY)
• Time format (12-hour, 24-hour)
• Timezone
• Currency
• First day of week
• Financial year start

Departments

Creating Departments

1. Enter:

• Department name
• Department code
• Parent department (for hierarchy)
• Department head

1. Save

Department Hierarchy

Build organisational structure:

• Parent and child departments
• Multi-level nesting
• Visual org chart

Locations

Adding Locations

1. Enter:

• Location name
• Address
• Phone
• Timezone
• Primary location flag

Location Settings

Per-location configuration:

• Public holidays
• Work hours
• Time tracking rules
• Leave policies

System Settings

General Settings

Application Settings

• Application name
• Support email
• Default language
• Session timeout
• Maintenance mode

Feature Toggles

Enable or disable features:

• Recruitment module
• Projects module
• CRM module
• Accounting module

Email Configuration

Email Settings

1. Configure:

• SMTP server
• Port and encryption
• Authentication
• From name and address

Email Templates

Customize system emails:

• Invitation emails
• Password reset

• Signature requests

Integrations

Business-wide integrations are managed here; individuals manage their own connected apps and preferences in the Settings guide.

Available Integrations

Setting Up Integrations

1. Find the integration

1. Follow authentication steps
2. Configure sync options

Managing Connections

• View connection status
• Re-authenticate if needed
• Configure sync frequency
• View sync logs

Data Management

Import Data

Importing Records

1. Select record type
2. Download CSV template
3. Fill in your data
4. Upload file
5. Map columns to fields
6. Preview import
7. Confirm import

Import Tips

• Use templates for correct format
• Validate data before import
• Start with small test batch
• Check for duplicates

Export Data

Exporting Records

1. Go to the module
2. Apply filters if needed

1. Select format (CSV, Excel)
2. Choose fields to include
3. Download file

Scheduled Exports

Set up automatic exports:

1. Configure export parameters
2. Set schedule (daily, weekly)
3. Choose delivery method (email, storage)

Data Cleanup

Merge Duplicates

1. Review potential duplicates
2. Select records to merge
3. Choose primary record
4. Confirm merge

Archive Old Data

1. Select record types
2. Set date range
3. Preview affected records
4. Archive data

Audit and Compliance

Audit Log

Viewing Audit Trail

1. View all system activity:

• User actions
• Record changes
• Login attempts
• Admin changes

Filtering Logs

Filter by:

• Date range
• User
• Action type
• Record type
• Module

Audit Details

Each log entry shows:

• Timestamp
• User who performed action
• Action type (create, update, delete)
• Record affected
• Old and new values
• IP address

Security

Security Dashboard

Monitor security status:

• Failed login attempts
• Unusual activity
• Permission changes
• Two-factor status

IP Restrictions

Limit access by IP:

1. Add allowed IP addresses
2. Enable restriction
3. Users outside IPs are blocked

Session Management

View active sessions:

• All logged-in users
• Session duration
• IP addresses
• Force logout capability

Support and Help

Getting Help

In-App Help

• Search help articles
• View feature guides

Support Contact

For technical issues:

1. Describe your issue
2. Attach screenshots if helpful
3. Submit ticket

Knowledge Base

Access documentation:

• User guides
• Video tutorials
• FAQs
• Best practices

System Information

About

View system details:

• Version number
• Last update
• License information
• Environment status

Health Check

Monitor system health:

• Database status
• Cache status
• Queue status
• Storage usage

Best Practices

User Management

• Use roles instead of individual permissions
• Review access quarterly
• Deactivate rather than delete
• Enable two-factor for admins
• Document role purposes

Security

• Enforce strong passwords
• Enable two-factor authentication
• Review audit logs regularly
• Limit admin access
• Keep software updated

Data Management

• Regular backups
• Test restore procedures
• Archive old data annually
• Clean up duplicates
• Document data policies

Tips

• Start with default roles, customise later
• Use departments to organise users
• Set up approval workflows for changes
• Review audit logs for compliance
• Test integrations in sandbox first
• Keep contact info current