Creating Users

Creating New Users

Learn how to add new users to your Leviathan PCRMS system. This guide covers the complete user creation process from the “New User” form.

Create New User Form Create New User Form

Overview

The “Create New User” feature allows administrators to add new team members to the system. The form is organized into three tabs: GENERAL, GROUPS, and ID CARDS.

Accessing the New User Form

  1. Navigate to HR → User Dashboard
  2. Click the “CREATE NEW USER” button (gold button in top right)
  3. The New User form will open

User Creation Form

General Tab

The General tab contains the essential information for creating a new user account.

Required Fields

FieldDescriptionRequired
NameFull name of the user✓ Yes
EmailUser’s email address (used for notifications)✓ Yes
UsernameLogin username (format: username@leviathan.systems)✓ Yes

Optional Fields

FieldDescriptionRequired
PhoneContact phone numberNo
PasswordInitial password for the user accountNo
Expire InSet an expiration date for the account (if needed)No
Add TagAssign tags/roles to the user (e.g., “active”, “manager”, “cleaner”)No

Username Format

The username field automatically appends @leviathan.systems to the username you enter. For example:

  • If you enter: testCleaner1
  • The full username becomes: testCleaner1@leviathan.systems

Password Field

  • The password field includes a password generator button (three dots icon) on the right
  • Click the dots to generate a secure random password
  • The password is masked by default for security

Tags System

Tags help organize and categorize users by role or status:

  • Active - User account is currently active
  • Manager - Managerial role
  • Cleaner - Cleaning staff role
  • Maintenance - Maintenance staff
  • Custom tags can be added as needed

To add a tag:

  1. Type the tag name in the “Add Tag” field
  2. Press Enter or click to add
  3. Tags will appear as removable chips below the field

Additional Tabs

Groups Tab

Assign users to organizational groups or departments for easier management and access control.

ID Cards Tab

Manage digital or physical ID card information for the user.

Completing User Creation

Save the User

  1. Fill in all required fields (Name, Email, Username)
  2. Optionally add Phone, Password, Tags, and Expiration date
  3. Click the “SAVE” button (gold button at bottom right)
  4. The user will be created and added to the system

Cancel Creation

  • Click the “CANCEL” button to discard changes and close the form
  • Any unsaved information will be lost

Step-by-Step Example

Let’s create a new cleaner user:

  1. Click “CREATE NEW USER”
  2. Enter Name: John Doe
  3. Enter Email: john.doe@company.com
  4. Enter Phone: 555-1234 (optional)
  5. Create Username: Type johndoe (becomes johndoe@leviathan.systems)
  6. Set Password: Click the password generator or enter manually
  7. Add Tag: Type cleaner and press Enter
  8. Add Tag: Type active and press Enter
  9. Click “SAVE”

Best Practices

Tip

Strong Passwords: Always use the password generator to create secure passwords for new users. Share passwords securely through encrypted channels.

Info

Username Convention: Establish a consistent username format for your organization (e.g., first.last, firstlast, employee_id).

Tip

Required Tags: Consider making certain tags mandatory for all users, such as “active” to indicate the account status.

Warning

Account Expiration: Use the “Expire In” field for temporary accounts (contractors, interns) to ensure automatic deactivation.

Common Use Cases

Creating a Cleaner Account

  • Name: Employee’s full name
  • Email: Work email
  • Username: Short identifier
  • Tags: cleaner, active
  • Password: Auto-generate

Creating a Manager Account

  • Name: Manager’s full name
  • Email: Work email
  • Username: Professional identifier
  • Tags: manager, active, supervisor
  • Groups: Add to management group
  • Password: Auto-generate

Creating a Temporary Account

  • Name: Contractor name
  • Email: Contact email
  • Username: Temp identifier
  • Tags: contractor, active, temporary
  • Expire In: Set end date
  • Password: Auto-generate

After Creating a User

Once a user is created:

  1. Communicate Credentials - Securely share the username and password with the new user
  2. Verify Access - Ask the user to log in and confirm access
  3. Assign Permissions - Configure additional permissions in the Groups or Settings tabs
  4. Review Dashboard - The new user should appear in the User Dashboard

Troubleshooting

Username Already Exists

  • Try a different username variation
  • Check if the user already exists in the system

Email Format Error

  • Ensure email follows standard format: name@domain.com

Cannot Save User

  • Verify all required fields are filled
  • Check for error messages at the top of the form

Next Steps