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Review user management practices

Review account security, seat management, and onboarding practices.

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Best Practices

User Management

  1. Use descriptive job titles: Help team members understand each person’s role at a glance
  2. Assign appropriate roles: Give users only the access they need
  3. Regular audits: Periodically review your user list and disable accounts that are no longer needed
  4. Clear naming: Use full names consistently (e.g., “John Smith” not “Johnny” or “J. Smith”)
  5. Update promptly: Remove or disable users when they leave to free up seats

Security

  1. Disable accounts immediately: When someone leaves, disable their account right away
  2. Review admin access: Limit admin roles to those who truly need full access
  3. Monitor logins: Check with users if they report not receiving login emails
  4. Email changes: Always confirm with the user before changing their email address
  5. Password resets: Only send password reset emails when requested

Seat Management

  1. Track usage: Keep an eye on your seat count, especially as your team grows
  2. Disable unused accounts: Free up seats by disabling inactive users
  3. Plan ahead: Upgrade your plan before you run out of seats if you’re hiring
  4. Use contractors wisely: Use contractor seats for field workers who only need mobile access

Onboarding New Users

  1. Set up the account completely: Fill in all relevant fields before saving
  2. Choose the right role: Assign the appropriate role for their job function
  3. Configure permissions: Set can have customers and can view costs appropriately
  4. Inform the user: Let them know they’ll receive a welcome email with login instructions
  5. Follow up: Check that regular users signed in successfully and Contractors completed mobile password setup

Overview

The Users page displays all team members in a table format with the following information:

  • Name: The user’s full name (click to edit)
  • Job Title: Their role in your organization
  • Role: Their Neptune access level (Admin, Consultant, Coordinator, or Contractor)
  • Status: Active users or Disabled users (shown with a red “Disabled” tag)

Key Features:

  • Add new users and contractors
  • Edit user details and permissions
  • Assign roles to control access levels
  • Change user email addresses
  • Send password reset emails
  • Enable/disable user accounts
  • Track seat usage against your plan limits

Tour Feature

The Users page includes an interactive tour to help new administrators understand the features. Click the blue question mark button (?) in the bottom right corner to start the tour.

The tour covers:

  • Overview of the Users page
  • Explanation of user roles and their permissions
  • Key features for managing users

Questions? Contact support at support@neptunecrm.com