Users

The Users module is the central hub for managing your organization’s workforce. It allows you to grant access, manage licenses, and define the reporting hierarchy.

Located in Administration > Users, the module consists of three tabs:

• Users: Manage accounts and licenses.
• Groups: Manage user groups.
• Organizational Structure: Manage the department tree.

The list displays key information including Name, Email, and Department. You can use the sidebar filter to view users belonging to specific organizational units.

Inviting a New User

1. Go to the Users tab.

2. Click the + Add button.

3. Enter the E-mail address and click Send invitation.

The user will appear on the list with the status “Invited”.

Workspace Assignment

In the User Profile settings, the Workspaces field determines the user’s access scope.

• Assignment: You can assign a user to one or multiple workspaces.
• Access Logic: A user will only see projects and use templates belonging to their assigned workspaces.
• Role Scope: System roles apply effectively only within the assigned workspaces.

User licenses

FlexiProject offers several types of licenses. Different types of licenses may be available simultaneously within an organization. This allows you to assign users a level of authorization tailored to their position or role in the organization.

Free License A user with a free license can view the tasks assigned to them and mark them as completed.

Standard License A user with a standard license can view all tasks, risks, project cards, and products from the projects in which they participate. They can edit their tasks, record work time, and participate in project chat.

Full License A user with a full license has permissions, individually or through group assignments, as determined by the FlexiProject administrator.

Workspace Assignment

In the User Profile settings, the Workspaces field determines the user’s access scope:

• Multi-assignment: You can assign a user to one or multiple workspaces.
• Access Logic: A user will only see projects and use templates belonging to their assigned workspaces.
• Role Scope: System roles (e.g., Project Manager) apply effectively only within the assigned workspaces.

Note: System Administrators automatically have full access to all Workspaces, regardless of specific assignments in their profile.

Supervisor & Department

In FlexiProject, department membership is derived directly from the hierarchy. You do not assign a user to a department manually—the user inherits the department from their supervisor.

Assigning or Changing a Supervisor

1. Click a user’s row in the list to open the edit panel.
2. Click the Supervisor field (the Department field is read-only).
3. Select a person from the list:
   • If you select a current Department Manager (e.g., Sales), the user is automatically assigned to the Sales department.
   • If you select a person who is not yet a manager, the system will ask: “Do you want to create a new department for them?”.
4. Click Create department.
5. Enter the Name (the Manager field is pre-filled).
6. Save changes. The selected person becomes the manager of the new unit, and the user becomes their employee.

Removing a Supervisor

Removing the supervisor unassigns the user from their department, making them an “unassigned” employee.

Microsoft Entra ID Integration

If your organization syncs with Entra ID (Azure AD), the Supervisor and Department fields may be managed externally.

•  For synced users, these fields are read-only and marked with a sync icon.
• Changes must be made in the source system (Entra ID).

Group-based import (release 2026.05)

Administrators can now control which Entra ID users are synced into FlexiProject by specifying:

• The Tenant name of the Entra ID directory.
• A list of group IDs (separated by commas). Only users belonging to at least one of the listed groups are imported. Leave the field empty to sync all users.

The configuration lives in System Settings → Users → Entra ID synchronization. After saving, the next synchronization run applies the new filter.

Removals of Existing Users

1. Expand the Administration group in the main menu, and then go to the Users module.
   The Users module will open.
2. Hover the cursor over the line of the user you want to remove from the organization.
   A symbol of three dots will appear at the end of the line.a
3. Click the three-dot symbol.
   A menu of available options will open, including Delete from the organization.
4. Click Remove from Organization option.
   The confirmation window for removing a user from the organization will open.
5. In the confirmation window for removing a user from the organization, click the Delete button.
   The user will be removed from the organization.
   

User information card

User information is critical for managing resources and communication in an organization. It helps personalize interactions, adjust permissions, and track user activities. A user’s business card can show important details like:

• Avatar name: Helps quickly identify the user.
• Email address: Provides a direct contact method.
• Competency: Shows the user’s role and responsibilities.
• Organizational structure: Indicates the user’s department.
• Manager: Reveals the user’s immediate supervisor.

Hovering over a user’s avatar reveals their business card, which by default shows the Avatar, Name, and Email address.

To see more information like Competencies, Organizational Structure, and Manager, you need to integrate FlexiProject with Microsoft Azure Active Directory. This allows automatic registration of domain users in FlexiProject and access to additional user information.

Please refer to the relevant FlexiProject and Azure Active Directory documentation for integration instructions.

Exporting the User List

You can export the current list of users to a Microsoft Excel file for reporting or analysis purposes.

1. Go to the Users tab.
2. (Optional) Use the Filter button or sidebar to narrow down the list (e.g., by Department). The export will respect your active filters and only include the currently visible records.
3. Click the Export button located on the top toolbar.

The system will generate and download an .xlsx file containing the following columns:

• User (Name)
• E-mail
• License type
• Department
• Last visit date
• Status