The User Management module allows administrators to create, manage, and monitor users within the organization. From this module, administrators can add users, assign access permissions, manage credentials, configure schedules, and review user activity.

Depending on their role, administrators can manage users across all sites or only within their assigned sites.

User List

The User List page provides a centralized view of all users in the organization, including both active and deactivated accounts.

To access the User List: Navigate to User Management and select User List.

Adding Users 

Administrators can add users individually or import multiple users at once by 

• Navigate to User Management.
• Click Add User.
• Select either:
  • Add Single User
  • Add Multiple Users

Add a Single User 

Use this option when creating an individual user account. To create a new user, click Add User.

Click on Add Single User

Step 1.1: Enter User Details 

Provide the required information: 

• Full Name (Mandatory)
• Email Address (Optional for card-only users)
  • Required for mobile-based access and email notifications.
• Phone Number (Optional for card-only users)
  • Required for SMS notifications and mobile-based access.

Important: For card-based users, contact details are optional. For other access types, at least one contact detail (email or phone number) is mandatory.

• Home Site (Mandatory)
  • Select the site to which the user belongs.
• Access Expiry Date (Optional)
  • Set an expiry date for temporary users such as contractors or temporary staff.
• Reporting Manager (Optional)
  • Select the user's reporting manager from the available list. The available options depend if any user was added with the manager role.
• Employee Code (Optional)
  • Enter the employee code, if applicable.
• Joining Date (Optional)
  • Specify the user's joining date. By default, the current date is selected, but you can update it to reflect the employee's actual joining date, whether in the past or future.

Step 1.2: Select a Role

Assign the appropriate role for the user. Available roles include:

• User
  • Standard role with basic access permissions. All newly created users are assigned this role by default.
• Front Desk / Security
  • Intended for personnel managing visitor operations. Users with this role can perform Visitor Management System (VMS) activities such as visitor check-ins, check-outs, and visitor monitoring.
• Manager
  • Can manage users assigned to them as direct reportees and access information relevant to their team, based on configured permissions.
• Admin
  • Administrators have elevated permissions to manage users, access settings and system configurations. There are two types of administrator roles:
    • Site Admin - Has administrative access to manage users, permissions, and configurations within their assigned site(s) only. when assigning the Site Admin role, you must select the site or sites that the user will administer.

• Super Admin - Has full administrative access across the organization, including all sites, users, permissions, and system configurations.

Step 1.3: Configure Additional Settings

Depending on your organization's requirements, you can:

• Enable Mobile Access
• Enable GPS Access
• Mark the user as On Probation
• Send Welcome Email or SMS notifications

Step 2: Assign Permissions

After completing basic details, click Next to move to Select Permissions.

Here, the admin can assign permissions to doors and access points like

• Individual Doors
• Lift Access
• Lockers
• Access Groups

Permissions can also be filtered site-wise for easier selection.

Once permissions are selected, click Save Changes to create the user.

After Creation

New users appear with a Pending status until they complete account activation. Once activated, the status changes to Complete.

Add Multiple Users 

Use bulk import to add multiple users at the same time.

1. Click Add User

2. Select Add Multiple Users

Step 1: Upload a File

1. Choose the Home Site you want the users to be added in.

Note: Selecting Homesite is mandatory.

2. Download the sample template and populate it with user information.This can be done by downloading the sample template file and filling in the user details or by directly uploading the user details file in the asked format by clicking on the browse files button. 

Use the provided template to upload multiple users in bulk. Ensure that all mandatory fields are populated in the correct format before uploading the file.

3. Upload your own file containing user details.

Step 2: Map Columns

Match the columns in your file to the corresponding system fields. This step is especially useful if your file does not follow the provided template format. 

What does “Map the file columns to system fields” mean?

This means matching each column in your uploaded file with the correct field in the system.

For example:

• Full Name → Map to Name column
• Email → Map to Email field
• Country Code → Map to Country Code
• Contact Number → Map to Phone Number
• Home Site Name → Map to assigned site
• Employee Code → Optional employee identifier
• Role → User role (User, Admin, Manager, Front Desk)
• Probation Period → Optional probation status
• Joining Date → User joining date
• Access Expiry → Expiry date for access
• Credential ID → Card/Credential number (if applicable)

Important:
Verify all mapped headers carefully before proceeding. Incorrect mapping may result in import errors.

Step 3: Configure Welcome Notifications

At this stage, the admin can choose whether to send:

• Welcome Email
• Welcome Text Message (SMS)
• Both 
• Neither

These welcome messages help verify user authenticity and ensure only authorized users gain access to the platform.

Important:
Enable these options only if you are sure the uploaded email addresses and phone numbers are valid.

Step 4: Assign Permissions 

Next, the admin can assign permissions to doors and access points like

• Individual Doors
• Lift Access
• Lockers
• Access Groups

Note: The selected permissions will be applied to all users included in the current import. 

Use the search bar or available filters to quickly find and select the required permissions based on site or access type.  Once the required permissions have been assigned, click Next to continue.

Step 5: Review and Save 

The final step displays a summary of all uploaded users.

Here, the admin can:

• Review all imported user details
• View assigned permissions
• Edit user information if needed
• Delete incorrect entries
• Check for error messages

If there are issues (such as missing mandatory fields or incorrect mappings), the system will display an Error Message in red beside the affected user. 

Review imported records and resolve any validation errors before saving

• Verify all mandatory fields are completed.
• Ensure email addresses and phone numbers are accurate.
• Review column mappings carefully.
• Confirm assigned permissions.

Once everything is verified, click Save.

The system will create all users and add them to the organization.

• Newly added users will appear in the User List
• Users will show as Pending until they complete signup
• Once signup is completed, their status changes to Complete.

User List Table

The User List Table displays the following information for each user:

• Name – Displays the user's name and profile picture.
• Email – Registered email address of the user.
• Signup Status – Indicates whether the user has completed the account setup process.
• Phone – Registered contact number of the user.
• Created – Date and time when the user account was created.
• Access Expiry – Displays the access expiration date, if configured.
• Joining Date – User's joining or onboarding date.
• Role – Assigned role within the organization (for example User, Frontdesk, Admin, etc.).

Site Filter 

at the top allows you to narrow down and view users from a specific site.

Filters

Use the available filter fields to quickly locate specific users. You can filter users by attributes such as Name, access mode, user creation date, reporting managers, roles, department, designation, location, status, etc. 

Download

Click the Download icon to export user data. 

File format: Excel

Once the download is initiated:

• A status tab may appear while the file is being generated
• Since large datasets may take time to process, generation may take a few moments
• You may safely close the tab while the file continues preparing in the background.
• Once the file has been generated, you can click on the download icon as shown below to further download the file. The download icon can also be used to access the previous download list.

• After the file has been generated and when you click on the download icon, a ready to download message along with this iconwill appear next to the file name . Click on the icon to further download the file.

User Status

Status will appear as:

• Pending → User has been created but has not completed signup.
• Complete → User has completed signup and can access the platform.

Active User List

The Active Users tab displays all users who currently have access to the system. 

User Profile For Active Users

To view a user profile, go to User Management and click on the particular user’s profile or search for the user from the User List.

The user profile displays the following details:

• Name
• Role
• Assigned Site
• User Status

User Status Actions

If the user status is Pending, the admin can:

• Resend the invite by clicking the arrow icon

• Deactivate the user

• Delete the user

Editing User Information

To edit a user’s information:

1. Click the Pencil (Edit) icon

2. Update the required information such as name and user role.

3. Save the changes

User Profile Sections

User Details (Basic Information)

Under Basic Information, you can view and edit:

• Email Address
• Phone Number
• Employee Code
• Access Expiry
• Home Site

This section contains the core profile information for the user.

Attendance Settings

The Attendance Settings section allows administrators to configure attendance-related information and policies for the user.

The following settings can be configured:

• Reporting Manager – Assign the manager responsible for approving and monitoring the user's attendance and leave requests.
• Joining Date – Record the employee's official date of joining the organization.
• Shift Details – Displays the shift assigned to the user for attendance tracking and work-hour calculations.
• On Probation – Enable this option if the employee is currently serving a probation period and then enter the probation period in days.

• GPS Attendance – Enable this option to allow the user to mark attendance through GPS-based location tracking.

These settings help ensure accurate attendance processing, shift allocation, and reporting.

Additional Settings

The Additional Settings section provides extra user-specific controls and restrictions.

Available options include:

• Enable Lock to Single Device – Restricts the user account to a single registered device, preventing login from multiple devices simultaneously.
• Allow Visitor Scheduling – Grants the user permission to create and manage visitor appointments through the Visitor Management module.

These settings can be enabled based on organizational policies and user access requirements.

Access Logs

The Access Logs tab displays the user’s entry and exit activity, including:

• Access Type
• Date and Time
• Event Type
• Direction (Entry / Exit)
• Location
• Site

This helps admins track access history and user movement.

Credential Management

The Credential Management tab is used to assign and manage user credentials.

Admins can configure:

• Mobile Access - 

Mobile Access allows users to use the Spintly mobile application as their access credential instead of a physical card.

When enabled:

• The user's mobile device is registered as an access credential.
• The user can unlock authorized doors using supported mobile access methods.
• The credential is linked to the user's account and access permissions.
  • Click to Access -  

Click to Access allows users to unlock doors directly from the mobile application by tapping the unlock button.

When enabled:

• An unlock button becomes available within the mobile app.
• The user can remotely send an unlock command when within the permitted range of the access point.
• Access events are recorded in the system logs.
  • Tap to Access -

Tap to Access enables touchless door access using the mobile device.

When enabled:

• Users can unlock doors by bringing their mobile device close to a supported reader.
• Authentication is performed automatically through the mobile credential.
• No physical card is required.
  • Remote Unlock-

Remote Unlock allows users to unlock authorized doors from a remote location through the mobile application.

When enabled:

• Users can send unlock commands without physically presenting a credential at the reader.
• Access is granted only for doors assigned to the user.

• Fingerprint Access- 

Fingerprint Access allows users to authenticate using their enrolled fingerprint.

When enabled:

• A fingerprint must first be enrolled and associated with the user profile.
• The user can gain access by scanning their fingerprint at compatible biometric devices.
• Access attempts are recorded in system logs.

• Face Recognition-

Face Recognition enables access through facial authentication.

When enabled:

• The user's facial data must be enrolled in the system.
• The user can access authorized areas by presenting their face to supported devices.
• Authentication events are captured and logged automatically.

• QR Code Access-

QR Code Access allows users to authenticate using a generated QR code.

When enabled:

• A unique QR code credential is assigned to the user.
• The QR code can be scanned at supported QR-enabled access points.
• Access permissions are validated before entry is granted.

• Card Access Assignment-

Card Access Assignment enables administrators to assign physical access cards to users.

When enabled:

• A card number or credential ID is linked to the user's profile.
• The user can gain access by presenting the assigned card at authorized readers.

• Digital Wallet Access-

Digital Wallet Access allows users to store their access credential in a supported digital wallet on their mobile device.

When enabled:

• The credential can be added to a compatible digital wallet.
• Users can use their mobile device as a secure access credential.

This section controls how the user can authenticate and access the system.

Permissions

The Permissions tab is used to manage door and access permissions.

Admins can:

• Assign doors by clicking Assign Doors

• Remove assigned doors by clicking Unassign

• Same for  access groups

This controls where the user is allowed to access within the site.

Leave and Holiday Management

Under Leave and Holiday Management, admins can view:

• Leave Overview- 

  

The Leave Overview tab provides managers and administrators with a consolidated view of an employee's leave balances and allocations for the selected leave cycle. This section helps track leave availability, utilization and remaining balances across different leave types.

The table displays the following information:

• Type – The name of the leave category (for example, Casual Leave, Sick Leave, Privilege Leave, Work From Home or discretionary holidays).
• Assigned – The total number of leave days allocated to the employee for that leave type.
• Additionals – Any additional leave days manually granted beyond the standard allocation.
• Carry Forward – Leave days carried forward from a previous leave cycle, based on organizational policy.
• Used – The number of leave days already utilized by the employee.
• Balance – The remaining leave balance available for use.
• Action – Allows administrators or managers to modify or adjust leave balances when required.

Applied Leaves-

The Applied Leaves tab displays all leave requests submitted by the employee for the selected leave cycle.

The table includes the following details:

• Type – Leave category selected by the employee.
• Applied By- The user who has applied the leave.
• Applied On – Date when the leave request was submitted.
• Start Date – Beginning date of the requested leave.
• End Date – Ending date of the requested leave.
• Status – Current status of the request, such as:
  • Pending
  • Approved
  • Rejected
  • Cancelled
• Action – Provides options to review or manage the leave request.

This section helps managers monitor employee leave activity and track the approval status of all submitted requests. Selecting View Details from the Action menu opens a detailed view of the selected leave request.

The detailed view typically includes:

• Leave Type
• Request Duration
• Start and End Dates
• Number of Leave Days
• Application Date
• Current Approval Status
• Reporting Manager / Approver Details

To view detailed leave and holiday policy information:

• Click View More

The View More option provides additional information about the employee's assigned leave and holiday policies.

Leave Policy

The Leave Policy section displays:

• Assigned Leave Policy Name
• Leave Cycle
• Total Leave Types Included in the Policy
• List of Leave Categories available under the policy
• Leave entitlement configuration for each leave type

Holiday Policy

The Holiday Policy section displays:

• Assigned Holiday Policy Name
• Applicable Holiday Calendar
• List of Public Holidays
• Applied Discretionary Holiday

This information helps administrators ensure that employees are assigned to the correct holiday calendar and that leave calculations align with organizational policies.

This profile page gives admins complete control over user information, access credentials, permissions and leave management from one central location.

User Profile Page For Deactivated Users

Deactivated User List-

The Deactivated Users tab displays users whose accounts have been disabled or deactivated. These users can no longer access the system until their accounts are reactivated.

For deactivated users, opening the User Profile page allows administrators to review the user's information and access logs.

Administrators can also reactivate the user directly from the User Profile page. Once reactivated, the user regains access based on their previously assigned credentials, permissions, access groups and configurations. This eliminates the need to recreate the user and helps restore access quickly when required.

User Schedule

Schedule Settings

To create and manage user schedules, the admin should navigate to the User Schedule tab under User Management.

Default User Schedule

The system automatically creates a Default User Schedule.

• The admin can view this schedule by clicking the eye icon.

• The default user schedule is view-only and cannot be edited.

Creating a User Schedule

To create a new user schedule:

1. Click Create User Schedule.

2. Enter the Schedule Name (mandatory field).

3. Select the required days of the week.

4. Define the time schedule for the selected days.

Important: The schedule must be created for all 7 days of the week before proceeding.

5. Click on Add More Days.

6. Select the remaining days of the week.

7. Define the time schedule for the selected days.

8. Click Next.

9. Enable Holiday Schedule if required.

10. Click Save to create the schedule.

Editing or Deleting a Schedule

Once created:

• Click the pencil icon to edit a schedule.
• Click the delete icon to remove a schedule.

User Schedule Table

The User Schedule Table provides a centralized view of schedules assigned to users across the organization. It helps administrators monitor and manage user schedules by displaying assigned schedules, users, and access points in a single location.

This table ensures users are assigned to the correct schedules for specific doors or access points.

Assign a Schedule

To assign schedules to users:

1. Select a door/access point from the Select Doors dropdown.

The selected door name/access point will be displayed above the icon.

Assigning One Schedule to All Users

• Click the icon.
• Select the schedule you want to assign.

• Apply it to all users for that selected door.

Assigning a Schedule to an Individual User

• Locate the user’s name in the table.

• Click the dropdown menu next to the user’s name.

• Select the required schedule from the list.

The selected schedule will then be assigned to that specific user for the chosen door/access point.