Managing Users

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Overview

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.

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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

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Inviting New Users

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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

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Steps to Invite a User

1. 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
2. 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
3. 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

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Managing Active Invitations

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Viewing Invitations

Switch to the Invitations tab to see:

• Email addresses of pending invitations
• Expiration dates and times
• Status indicators (active/expired)

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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

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Regenerating Invitations

If an invitation expires before the recipient uses it:

1. Click the refresh icon (⟲) next to the expired invitation
2. A new invitation token is generated and sent automatically
3. The recipient receives a fresh 24-hour invitation link

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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

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User Account Completion Process

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For Invited Users

When someone receives an invitation email, they:

1. Click the Invitation Link
   • Must use the link within 24 hours
   • Are taken to the signup page with pre-filled organization and email
2. Complete Account Setup
   • Enter their full name
   • Create a secure password
   • Confirm their password
   • Submit the form to create their account
3. 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

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Managing Existing Users

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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

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Editing User Information

To update a user’s information:

1. Click on any user in the Active Users table
2. You can modify:
   • Name: Update display name
   • Email: View only (cannot be changed)
   • Organization: View only (shows current organization)
3. Click Save to apply changes

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User Permissions and Access Control

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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

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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

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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

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Best Practices

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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

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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

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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

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Troubleshooting Common Issues

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”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

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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

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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

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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

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Related Tasks

• Organization Settings - Configure your organization’s basic settings
• Background Jobs Monitoring - Monitor system processing tasks
• Authentication Issues - Resolve login and access problems