Company Administrators

Welcome Company Administrators!

As a Company Administrator, you have the power to configure and manage your organization's experience on the Chosen Path Innovations Platform. This guide will walk you through the essential steps to get your company up and running.

Your Role & Responsibilities

Quick Start Checklist

Initial Company Configuration

Setting up your company profile is the first step to getting started. This includes basic information, branding, and system preferences.

Step 1: Company Profile

1. Access Company Settings: Go to Dashboard → Company → Settings
2. Basic Information:
   • Company name and legal name
   • Industry and business type
   • Company size and location
   • Contact information
3. Branding:
   • Upload company logo
   • Set brand colors
   • Configure email templates

Step 2: System Preferences

Step 3: Notification Setup

• Email Notifications: Configure system alerts and notifications
• SMS Notifications: Set up mobile alerts (if available)
• In-App Notifications: Configure platform notifications
• Custom Alerts: Set up company-specific notifications

Managing Your Team

User management is crucial for maintaining security and ensuring proper access to platform features. Learn how to create, manage, and organize user accounts.

Viewing Users

To view all users in your company:

1. Navigate to Users: Go to Dashboard → Users → User List
2. User List View: You'll see a paginated list of all users
3. Filter Options:
   • Filter by name (search by user name)
   • Filter by email (search by email address)
   • Filter by role (select a role from dropdown)
4. User Information Displayed:
   • User name and email
   • Assigned role
   • Account status (active/inactive)
   • Last login information

Creating User Accounts

Follow these steps to create a new user account:

1. Access Create User:
   • Go to Dashboard → Users → Create User
   • Or click the "Create User" button from the User List page
2. Basic Information (Required):
   • Name: Full name of the user
   • Email: Valid email address (must be unique)
   • Mobile Number: Phone number in international format (e.g., +1234567890)
   • Role: Select a role from available roles (created by your company)
3. Account Settings:
   • Enable Login: Toggle "Password Switch" to enable login
   • Password: If login is enabled, set a password (minimum 6 characters)
   • Email Verification: System will send verification email if email verification is enabled
4. Workspace Assignment:
   • User is automatically assigned to your active workspace
   • Workspace ID is set based on your current active workspace
5. Submit: Click "Create" to create the user account

Editing User Accounts

To modify an existing user account:

1. Access User Edit: Click on a user from the User List or use the edit icon
2. Modify Information:
   • Update name, email, or mobile number
   • Change assigned role
   • Enable or disable login access
   • Update password if needed
3. Save Changes: Click "Update" to save modifications

User Profile Management

Users with "user profile manage" permission can manage user profiles:

• View Profile: Access detailed user profile information
• Update Profile: Modify user personal information
• Change Password: Reset user passwords
• Account Status: Enable or disable user accounts

Deleting/Deactivating Users

To remove a user from the system:

1. Access Delete Option: Click delete icon next to the user
2. Confirm Deletion: Confirm the deletion action
3. System Action:
   • User account is removed from the system
   • Associated data may be archived or deleted based on system settings

User Types in the System

User Search and Filtering

The User List page provides several filtering options:

• Search by Name: Enter part of the user's name to filter results
• Search by Email: Enter part of the email address to find specific users
• Filter by Role: Select a role from the dropdown to see only users with that role
• Pagination: Navigate through pages if you have many users (11 users per page)

User Login Management

Control user access to the platform:

• Enable Login: Toggle to allow user to login with credentials
• Disable Login: Toggle to prevent user from accessing the platform
• Password Reset: Users can reset passwords via email if enabled
• Login History: View user login logs and activity history

Email Notifications

When creating users, the system can send email notifications:

• Welcome Email: Sent when "Create User" email template is enabled
• Email Verification: Sent if email verification is required
• Login Credentials: Includes username and password if provided

Workspace Management

Users are associated with workspaces:

• Active Workspace: Users are assigned to your current active workspace
• Workspace Filtering: If you have "workspace manage" permission, users are filtered by workspace
• Multi-workspace Support: System supports multiple workspaces per company

Best Practices for User Management

Understanding Roles and Permissions

Roles define what users can do in the system. Each role has specific permissions that control access to features and modules. Proper role management ensures security and efficient access control.

Viewing Roles

To view all roles in your company:

1. Navigate to Roles: Go to Dashboard → Roles → Role List
2. Role List View: You'll see a paginated list of all roles (11 roles per page)
3. Role Information Displayed:
   • Role name and display name
   • Role description
   • Role type (executive, manager, supervisor, staff, custom)
   • Role level (hierarchical level 1-10)
   • Associated department (if department-specific)
   • Number of users with this role

Creating a New Role

Follow these detailed steps to create a new role:

1. Access Create Role:
   • Go to Dashboard → Roles → Create Role
   • Or click the "Create Role" button from the Role List page
2. Basic Role Information (Required):
   • Role Name: Internal name (lowercase, no spaces, e.g., "hr_manager")
   • Display Name: User-friendly name shown in the system (e.g., "HR Manager")
   • Description: Optional description of the role's purpose
3. Role Type Selection:
   • Executive: Top-level management (default level: 1)
   • Manager: Department managers (default level: 2)
   • Supervisor: Team supervisors (default level: 3)
   • Staff: Regular employees (default level: 4)
   • Custom: Custom role type (default level: 4)
4. Role Level (Optional):
   • Set hierarchical level (1-10, where 1 is highest)
   • If not specified, defaults based on role type
   • Used for organizational hierarchy and reporting
5. Department Assignment (Optional):
   • Select a department if this role is department-specific
   • Only departments from your active workspace are shown
   • Leave blank for company-wide roles
6. Parent Role (Optional):
   • Select a parent role to create hierarchical relationships
   • Prevents circular references automatically
   • Useful for organizational structure
7. Permission Assignment (Required):
   • Permissions are organized by module (General, HRM, QMS, LMS, etc.)
   • Check the boxes for permissions you want to grant
   • You can only assign permissions that you have access to
   • Common permission patterns:
     • Manage: Full access (create, edit, delete, view)
     • Create: Can create new records
     • Edit: Can modify existing records
     • Delete: Can remove records
     • Show: Can view records
8. Submit: Click "Create" to create the role

Editing Roles

To modify an existing role:

1. Access Role Edit: Click on a role from the Role List or use the edit icon
2. Modify Role Information:
   • Update display name and description
   • Change role type and level
   • Modify department assignment
   • Update parent role relationship
3. Update Permissions:
   • Add new permissions by checking boxes
   • Remove permissions by unchecking boxes
   • Changes apply immediately to all users with this role
4. Save Changes: Click "Update" to save modifications

Role Types Explained

Permission Modules

Permissions are organized by modules. Here are the main module categories:

• General: Base system permissions (user manage, role manage, setting manage, etc.)
• ProductService: Product and service catalog management
• HRM: Human Resource Management permissions
  • Employee management
  • Payroll processing
  • Attendance tracking
  • Leave management
  • Performance evaluation
• QMS: Quality Management System permissions
  • Hazard assessment
  • SOP management
  • Incident reporting
  • Training pathways
• LMS: Learning Management System permissions
• Recruitment: Recruitment and hiring permissions
• Taskly: Project and task management permissions
• CRM/Lead: Customer relationship management permissions
• POS: Point of sale system permissions
• Accounting: Financial and accounting permissions

Role Hierarchy and Parent-Child Relationships

The system supports hierarchical role structures:

• Parent Roles: Roles that have child roles reporting to them
• Child Roles: Roles that report to a parent role
• Benefits:
  • Organizational structure representation
  • Inheritance of certain permissions (if configured)
  • Reporting relationship management
• Circular Reference Prevention: System prevents roles from being their own parent or creating circular hierarchies

Department-Specific Roles

You can create roles that are specific to departments:

• Department Assignment: Link a role to a specific department
• Use Cases:
  • Department managers
  • Department-specific permissions
  • Organizational structure alignment
• Department Selection: Only departments from your active workspace are available

Deleting Roles

To remove a role from the system:

1. Access Delete Option: Click delete icon next to the role
2. Check Dependencies: System will check if any users have this role
3. Reassign Users: If users exist, you may need to reassign them first
4. Confirm Deletion: Confirm the deletion action

Best Practices for Role Management

Common Role Templates

Here are some common role configurations you might want to create:

Setting Up Your Modules

Configure and customize modules based on your company's needs and subscription plan. Each module can be tailored to your specific requirements.

Complete Module Overview

The Chosen Path Innovations platform offers a comprehensive suite of modules designed to meet all your business needs. Each module is fully integrated and can be enabled based on your subscription plan.

Core Business Modules

Financial & Operations Modules

Specialized Modules

Module Configuration Steps

1. Enable Modules: Activate required modules from subscription
2. Configure Settings: Set up module-specific configurations
3. Assign Permissions: Configure user access to modules
4. Customize Features: Tailor modules to company needs
5. Test Functionality: Verify all features work correctly

Organizational Structure Setup

Create and manage your company's organizational structure with departments, teams, and reporting relationships.

Department Setup

• Create Departments: Set up main departments (HR, Finance, Operations, etc.)
• Define Hierarchies: Establish reporting relationships between departments
• Assign Managers: Assign department managers and team leads
• Set Permissions: Configure department-specific access controls

Business Intelligence & Reporting

Access comprehensive reports and analytics to make data-driven decisions for your company.

Available Reports

• HR Reports: Employee analytics, attendance, performance
• Financial Reports: Payroll, expenses, cost center analysis
• Operational Reports: Project progress, task completion, productivity
• Compliance Reports: Audit trails, regulatory compliance

Optimizing Your Platform Usage

Follow these best practices to maximize the value of your Chosen Path Innovations platform.

Implementation Best Practices

• Gradual Rollout: Start with core modules and expand gradually
• User Training: Provide comprehensive training for all users
• Data Migration: Plan and execute data migration carefully
• Regular Reviews: Schedule regular platform reviews and optimizations