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User management in Mapademics allows administrators to invite team members, manage user accounts, and control access to your organization’s educational data. The platform uses an invitation-based system where users are invited via email and complete their own account setup.
User Roles and Permissions
Mapademics has two main user role levels:
- USER: Standard access to view and work with organizational data
- ADMIN: Administrative access within the organization
Inviting New Users
Prerequisites
- Administrative access to your organization
- Valid email address for the person you want to invite
- The invitee should not already have an account with that email
Steps to Invite a User
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Navigate to Users Page
- From your dashboard sidebar, click Organization
- Click Users from the Organization menu
- You’ll see the Users management interface with two tabs: Active Users and Invitations
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Send an Invitation
- Click the Invite User button (+ icon)
- Enter the email address of the person you want to invite
- Click Invite to send the invitation
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What Happens Next
- The system generates a secure invitation token valid for 24 hours
- An invitation email is automatically sent to the recipient
- The invitation appears in your Invitations tab with status and expiration details
Managing Active Invitations
Viewing Invitations
Switch to the Invitations tab to see:
- Email addresses of pending invitations
- Expiration dates and times
- Status indicators (active/expired)
Handling Expired Invitations
When an invitation expires (after 24 hours):
- A warning icon appears next to the invitation
- The expiration date shows in red text
- You can regenerate or delete the expired invitation
Regenerating Invitations
If an invitation expires before the recipient uses it:
- Click the refresh icon (⟲) next to the expired invitation
- A new invitation token is generated and sent automatically
- The recipient receives a fresh 24-hour invitation link
Deleting Invitations
To remove an invitation:
- Click the trash icon (🗑️) next to any invitation
- This permanently removes the invitation and the recipient cannot use the link
User Account Completion Process
For Invited Users
When someone receives an invitation email, they:
-
Click the Invitation Link
- Must use the link within 24 hours
- Are taken to the signup page with pre-filled organization and email
-
Complete Account Setup
- Enter their full name
- Create a secure password
- Confirm their password
- Submit the form to create their account
-
Account Activation
- The invitation is marked as “used”
- A user account is created in your organization
- They can immediately log in and access the platform
Managing Existing Users
Viewing Active Users
The Active Users tab shows all current team members with:
- Name and email address
- Join date and activity status
- Quick access to individual user management
To update a user’s information:
- Click on any user in the Active Users table
- You can modify:
- Name: Update display name
- Email: View only (cannot be changed)
- Organization: View only (shows current organization)
- Click Save to apply changes
User Permissions and Access Control
Organization-Based Access
- All users belong to a specific organization
- Users can only access data within their organization
- Cross-organization access is not permitted for standard users
Role-Based Features
Different roles have access to different features:
USER Role:
- View and work with academic data (programs, courses, syllabi)
- Access reports and analytics
- Use widget integration features
ADMIN Role:
- All USER permissions
- Manage other users (invite, edit, remove)
- Access organization settings
- Monitor background processing jobs
Session Management
- User sessions are managed automatically
- No manual session termination tools are currently available
- Users remain logged in until they sign out or their session expires
Best Practices
Invitation Management
- Send invitations promptly: Don’t generate invitations far in advance
- Monitor expiration: Check the Invitations tab regularly for expired invites
- Clean up unused invitations: Delete invitations that won’t be used
- Verify email addresses: Double-check spelling before sending invitations
User Organization
- Use descriptive names: Encourage users to use their full, professional names
- Regular reviews: Periodically review your user list for inactive accounts
- Role assignment: Carefully consider who needs administrative access
Security Considerations
- Invitation links are single-use: Once used, they cannot be reused
- 24-hour expiration: Invitations automatically expire for security
- Organization isolation: Users cannot access other organizations’ data
- Email verification: All invitations go to verified email addresses
Troubleshooting Common Issues
”Email already in use” Error
Problem: Cannot send invitation because email is already associated with an account.
Solutions:
- Check if the person already has access to your organization
- Verify there are no pending invitations for that email
- Contact the user to confirm they don’t have an existing account
Invitation Not Received
Problem: Invited user doesn’t receive the email invitation.
Solutions:
- Check their spam/junk folder
- Verify the email address is correct
- Regenerate the invitation if it’s been more than a few minutes
- Ask them to whitelist emails from your domain
Unable to Complete Signup
Problem: User cannot complete the signup process.
Solutions:
- Ensure they’re using the most recent invitation link
- Check that the invitation hasn’t expired (24-hour limit)
- Verify they’re entering matching passwords
- Regenerate the invitation if needed
Access Issues After Signup
Problem: User completed signup but cannot access features.
Solutions:
- Confirm their account appears in your Active Users list
- Check that they’re logging in to the correct organization
- Verify their user role has appropriate permissions
- Have them log out and back in to refresh their session
