Use this admin guide to maintain user accounts, employee profile details, account status, and role-based access across UtopiaSpace. It is not a separate workspace page; it explains the admin process for keeping users complete, accurate, active, and aligned with the correct roles.
Create, view, update, activate, deactivate, and maintain user profile records.
Keep identity, contact, employment, reporting, company, department, and profile picture information complete.
Coordinate account status, roles, permissions, and workspace access with the user's actual responsibility.
Search
Find users by name, email, employee identifier, phone number, company, department, or role where supported.
Status Filter
Filter users by active, inactive, pending setup, incomplete profile, or deactivated status where supported.
Role Filter
Filter users by workspace role, such as Admin, HR, Manager, Supervisor, Account, Credit, OE, Indoor, Developer, or Reader.
Company and Department Filter
Scope user records by company, branch, business unit, department, or team where applicable.
User Record View
Shows key account details such as name, email, company, department, role, status, profile completeness, and last updated information where available.
Identity
Full name, display name, email, employee ID, profile picture, date of birth, gender, nationality, religion, and identification details where applicable.
Employment
Company, branch, business unit, department, position, employment type, start date, working shift, reporting manager, and employment status.
Contact
Phone number, work email, personal email, address, emergency contact name, emergency phone number, and emergency relationship.
Bank and Payment
Bank holder name, bank name, account number, and payment-related employee details used by finance workflows where applicable.
System Access
Role, permission group, account status, allowed workspace access, and profile completeness requirements.
Create User
Create a new user profile, validate required fields, assign company and department, set initial role or access, and save the record.
Update Profile
Edit user details when employment, contact, reporting line, bank, or department information changes.
Upload Profile Picture
Attach or update the user's profile picture. Users may be restricted from accessing other spaces until a required profile picture is uploaded.
Assign Role
Assign or update the user's role so workspace access matches the employee's responsibility.
Activate User
Restore access for users who should be active again, subject to permission checks and profile requirements.
Deactivate User
Disable access for users who are inactive, resigned, transferred out of scope, or no longer authorised.
RBAC Verification
System verifies whether the current user can view, create, update, activate, deactivate, or assign roles.
Workspace Access
User roles control access to spaces such as HR, Manager, Director, Supervisor, Account, Credit, OE, Indoor, Developer, and Admin workflows.
Company Scope
Permissions may restrict user records by company, branch, business unit, department, or reporting structure.
Admin Access
Admin users have full access to user management records and role assignment based on system-level permission.
Permission Review
Access should be reviewed when a user changes department, role, company, employment status, or reporting line.
profiles or related employee tables.
created_at, updated_at, created_by, or updated_by where applicable.
Create Profile
Validate required identity, employment, and contact fields; check permission; insert the user profile; set creation metadata; and log the action if applicable.
Update Profile
Validate editable fields, confirm the profile exists, check permission, update the profile record, set updated_at and updated_by, and log the action if applicable.
Assign Role
Validate selected role, confirm the current user can assign it, update role or permission fields, refresh access, and log the role change if applicable.
Deactivate Account
Confirm the user exists, validate deactivation permission, update account status, block workspace access, store remarks where applicable, and log the action.
Profile Picture Requirement
If profile picture validation is enabled, users without a profile picture may be restricted from accessing other spaces until the profile is completed.
Audit Trail
Important account, profile, role, and status changes should be traceable through audit logs or update metadata where available.
Make sure identity, employment, contact, company, department, and profile picture details are complete before enabling access.
Update roles and permissions when users move department, company, position, or reporting line.
Deactivate inactive users quickly so workspace access stays clean and secure.