Creating and Managing Users

Purpose: 

All members of an organization need to first be added as Users in Cleary admin. User management allows the capability to edit user information, permissions, alerts, and other important details. 

To create a new user: 

1. Navigate to the Admin Section in Cleary’s main navigation bar
2. Under User Management on the left navigation pane, click Users
3. Select Create a New User on the top right
4. Add the user’s information to the following sections. Be thorough! The information added will show on the user’s profile page, allow for personalized, targeted messaging, and more. 
   1. Basic Information. 
      1. First Name and Last Name are required fields.
      2. For current employees, Primary Email is required. This is their company email address. 
      3. For preboarding employees, Personal Email is required. They will require a company email address as of their start date.

Click Show to enter more details

2. Role Details
   1. Select Yes under Are they a manager if applicable. This will allow their team to list the user as their manager under Basic Information.
      
   2. If the employee is an executive assistant or similar, they can list who they assist under Who do they assist? This will show the executive they assist on their profile, and will also show the EA on the executive's profile.  
3. Location and Teams
   1. Entering teams and location information will show on the user’s profile and allow for targeted messaging.
4. Personal Information and Contact Information
   1. This information will show on the user’s profile, and is also editable by the user.

5. Navigate to User Settings on the bottom of the page to configure the following options:
   1. Is the user active? 
      1. Active users have access to Cleary and are visible to other employees. Select Yes for employees who you wish to grant access to Cleary. 
      2. For preboarding users, entering a user’s Start Date under Basic Information will enable this automatically on that date 
      3. Inactive users will not be present in the org chart, receive notifications or show up in search results regardless of the other options.
   2. Hide this user from view on the platform? 
      1. Hidden users are not visible to others on Cleary or in search results. Active users can still be hidden. 
      2. If Start Date is in the future, Yes is enabled automatically and will toggle to No on their Start Date. 
   3. Enable app notifications for this user? 
      1. Select Yes to ensure your employees receive notifications from the platform
      2. Only available for Active users
      3. Note: If a user is marked as hidden and is Enabled for app notifications, they will not receive alerts for company-wide articles. 
   4. Is this user preboarding? 
      1. If Start Date is in the future, Yes is enabled automatically and will toggle to No on their Start Date 
      2. NOTE: If you change Preboarding from Yes to No, make sure you also change Hidden from Yes to No in order to see the user’s profile in the org chart and on the platform.
6. Select Create a New User on the bottom right of the page. 
7. Return to Users on the left navigation Panel. Your added active users will be shown under the Users tab here:
   
   There will now be a list of current users, as well as their Status and other information. Clicking on the user’s name allows for editing and adding more information.  

New Hires Preboarding: 

1. If a user is enabled as preboarding under User Settings, the user will be shown under the New Hires Preboarding tab
2. Clicking on the user’s name allows for editing and adding more information.
3. If the employee’s start date arrives, or if the preboarding option is changed to No, the user will move to the Users section

Action Needed

• Users may show in the Action Needed tab for the following reasons: 
  • Under User Settings, Yes is selected for Preboarding, but Start Date is missing 
  • User’s Start Date is on or before today’s date, but is still shown as preboarding under User Settings
  • User is no longer listed as preboarding, but does not have a Primary Email

User Permissions

Configuring this section allows a user the ability to create, edit, and delete a number of features within Cleary: 

1. Click on a created user, and navigate to User Permissions on the top of their page to edit this user’s permissions
2. Click on Permissions and Alerts on the top right of the Users section to view which users have access to these permissions. You can click on the number to the right of the permission to view which users have access, and click Edit to modify their permissions. 

Admin Alerts

1. Click on a created user and navigate to Admin Alerts on the top of their page
2. Configuring admin alerts will enable a user to receive notifications when preboarding records are misaligned, a user import fails, or a user has requested soft launch access (if you have the soft launch module enabled during your Cleary implementation).

FAQs: 

Q: If an employee leaves and then rejoins the company, are they updated in Cleary? 
A: It depends. If the user syncs in from your HRIS with the same ID, their user record will be updated. If they sync in with a new ID, a new employee would be created in Cleary. 

Q: How do I add a user as a manager? 

A: Navigate to Users, then Role Details. Select Yes under Are they a manager?

Q: Why am I not seeing a user in the org chart? 

A: Navigate to Users, then User Settings, and ensure No is selected under Hide this user from view on the platform? If you have confirmed they’re visible, make sure they have an Active manager assigned to them.

Q: How can I delete a user?

A: We recommend keeping all users in your instance of Cleary as a source of truth and simply marking them Inactive once their End Date arrives. If you do need to delete a user, please reach out to the Cleary Team for assistance.

Q: If I add an end date for a user in the future, do I have to come back into Cleary to mark them Inactive after that end date.

A: No, Cleary will automatically mark them inactive overnight after their end date.

Q: Deactivating a user removed their direct reports' profiles from the org chart. How do I get them back?

A:  Update the Manager field on their user profile to an active manager. You’ll need to make this edit for all of that deactivated user’s direct reports. Make sure you update the Are they a manager? field on the new manager’s profile to Yes.