Users · WinChange documentation

People screen with the search box, the filters and the list of people in the project

What it is for#

This is the project census: every person who can sign in to the app, with their profile. From this tab you add someone, fix their details, decide where they sit in the structure and remove their access when they leave.

What you put in the profile decides what content reaches them: structure, location, tribe and eligibility groups are what target actions and rewards.

Where it is: Manage › Users › Users.

What you see#

Element	What it shows
Search…	Filters the list by name or email as you type.
Active / Deactivated	Shows only people with access, or only people whose access has been removed.
Structure, Location, Tribe, Group	Drop-downs to narrow the census down. They combine with each other and with the search box.
ID	The person's internal number in WinChange. It is the one shown at the top of their profile.
Name	Photo, full name and email.
Structure, Location, Tribe	Where they are placed. Empty means they have no assignment.
Status	Active if they can sign in; Deactivated if not.
Last sign-in	The last time they signed in. Empty if they never have.
Edit	Opens their profile.
Add person	Opens a blank profile to add someone.

Settings#

A person's profile has three blocks. It is the same form to add someone (New person) and to edit them (Edit person).

Personal details#

Field	What it does	Values
First name	How others see them: in the ranking, the directory, recognitions and comments.	Text. Required.
Last name	Shown next to the first name.	Text.
Email	What they sign in with. No two people can share it.	Email. Required and unique.
Internal ID	Your company's employee number, to match your own systems. Nobody else sees it.	Free text.
Job title	Shown on their profile and in the directory.	Free text.
Phone	Contact detail on the profile.	Free text.
Bio	A couple of lines about them, shown on their profile.	Free text.
Photo	Their profile picture. If you pick nothing, the current one stays.	Image. Without a photo, their initial is shown.

Where they are#

Field	What it does	Values
Structure	Their unit within the organisation. It targets content and reports, and it is what managers use to see their team.	One from Organisations, or — unassigned —.
Location	Their workplace. It targets content and reports by location.	One from Locations, or — unassigned —.
Tribe	The community they belong to within the programme.	One from Tribes, or — unassigned —.
Eligibility groups	Decide which actions and rewards reach them, on top of their structure and location.	Tick boxes: any number of groups, or none.

Access and budget#

Field	What it does	Values
Weekly budget	The points they can hand out to colleagues each week on the recognition wall.	Number of points.
Can sign in	Unticking it takes their access away, but nothing they did is deleted. They move to Deactivated.	Tick box. Ticked by default.
Password	When adding someone, it is the password they will use the first time (required). When editing, leave it blank to keep it: anything you type replaces theirs.	Text.

How to#

Add a person#

1
Open a blank profile
Click Add person.
2
Fill in the details
At least First name, Email and Password.
3
Place them
Choose Structure, Location and Tribe, and tick their Eligibility groups. Without a placement they only get untargeted content.
4
Save
Click Save. The person shows up in the list as Active and can sign in straight away.

Remove someone who is leaving#

1
Open their profile
Find them and click Edit.
2
Remove access
Untick Can sign in and click Save.
3
Check
With the Deactivated filter you will see them in the list. Their history, points and recognitions are kept; if they come back, just tick the box again.

Things to know#

The email is the identity. If you change it, from then on the person signs in with the new one.
Moving someone to another structure or location changes what reaches them and who sees them as part of their team. Actions waiting for approval move to the new manager.
The password you type here replaces theirs without telling them. Only do it when the person asks.
For adding many people at once, do not use this screen: go to Pre-users and see Bulk sign-up and eligibility.
Roles (admin, manager…) are not given here but in Roles.

Users and access: the full life cycle of an account.
Pre-users, Organisations, Locations, Tribes and Eligibility Groups.
Blocked users: accounts locked after failed sign-in attempts.