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User Management

User Management is your home base for every account in your company. Use it to look up any user, review their account details, and control who can sign in. When someone leaves the company or an account looks suspicious, you can lock it in seconds.

Who Can Access This​

RoleAccess Level
Super AdministratorFull access
AdministratorFull access
Office ManagerView users, lock and unlock accounts
TechnicianNo access
note

If you don't see this page in Settings, your role may not have permission. Contact your administrator.

Overview​

The User Management page shows a searchable list of every user account in your company. That includes office staff, technicians, and customers with portal access. Each row shows who the user is, what role they hold, and when they last signed in.

From this page you can do three main things. First, search and filter the list to find any account fast. Second, open a details drawer to see contact, organization, and account information. Third, lock or unlock an account to control sign-in access.

How to Open User Management​

  1. Click Settings (the gear icon in the sidebar). You can also press Ctrl+, on Windows or ⌘, on Mac.
  2. Select Administration in the settings sidebar.
  3. Click User Management.

The page opens with the header User Management and the subtitle "User accounts are created from employee and customer records — add a technician or customer to create their login. Use this view to review access and lock or unlock accounts."

What Each Column in the User List Shows​

The user list is a table with one row per account. Each column shows the following:

ColumnWhat It Shows
UserThe user's avatar, full name, and email address
TypeTechnician for employee accounts, or Customer
RoleThe highest role the user holds, such as Administrator or Office
StatusA green open lock with Unlocked, or a red lock with Locked
Last LoginWhen the user last signed in

A user can hold more than one role. The Role column shows only the highest one, and an employee with no role assigned shows Technician.

The Last Login column uses friendly wording. It shows "Never" for users who have not signed in yet. Recent sign-ins show as "Today," "Yesterday," or "N days ago."

The list shows 20 users per page. A summary line reads "Showing X to Y of Z users" so you always know where you are. Use the Previous and Next buttons to move between pages.

To narrow the list by type, status, or role, see How to Search and Filter Users.

How to Search and Filter Users​

The toolbar above the list has a search box, two groups of filter buttons, and a role picker. The filters work together, so you can combine them.

  1. Type a name or email in the Search users... box. The list narrows as you type.
  2. Click a button in the first group to choose the account type. Technicians shows employee accounts, Customers shows customer portal accounts, and All shows both.
  3. Click a button in the second group to choose the account status: All, Unlocked, or Locked.
  4. Open the All Roles picker and check one or more roles. The list shows users who hold any of the checked roles. Click Clear in the picker to show every role again.

The role picker lists Super Administrator, Host Administrator, Group Administrator, Administrator, Office, Sales, HR Admin, Payroll Admin, Technician, and Customer. Technician also matches employees with no role assigned.

warning

The picker matches every role a user holds, not only the one in the Role column. Office staff and administrators also hold the Technician role, so checking Technician lists them too.

warning

With Technicians selected, checking the Customer role shows an empty list. Click Customers or All in the first button group first.

tip

The page opens with Technicians and Unlocked selected. If you can't find someone, click All in both button groups and clear the role picker.

How to View User Details​

  1. Find the user in the list.
  2. Open the actions menu at the end of the row and click View Details. You can also double-click the row.
  3. A drawer slides in from the right with the user's full profile.

The drawer is organized into three sections:

SectionWhat It Shows
Contact InformationEmail and Phone
OrganizationService Company and Role
Account InformationCreated date and Last Login

The top of the drawer shows the user's name, status, and role. It uses the same green open lock or red lock as the list.

Use this drawer to answer common questions quickly. You can confirm which company an account belongs to, check the user's role, and see when the account was created.

How to Lock an Account​

Locking an account blocks the user from signing in. Their data stays intact, so nothing is deleted.

  1. Find the user in the list.
  2. Open the actions menu at the end of the row.
  3. Click Lock Account.

A toast message confirms the change. The account's status becomes Locked, so it leaves the default Unlocked view. Click Locked in the second button group to see it. The user cannot sign in until someone unlocks the account.

You can't lock or unlock someone whose access level is higher than yours, such as a Group Administrator when you're an Administrator, or someone who also has access to another company. Ask someone at that level or MaidCentral support.

How to Unlock an Account​

  1. Click Locked in the second button group to find locked accounts quickly.
  2. Open the actions menu on the user's row.
  3. Click Unlock Account.

A toast message confirms the change. The user can sign in again right away.

You can't lock or unlock someone whose access level is higher than yours, such as a Group Administrator when you're an Administrator, or someone who also has access to another company. Ask someone at that level or MaidCentral support.

Tips and Best Practices​

  • Lock accounts the same day someone leaves. This is the fastest way to remove their access without touching their records.
  • Switch filters before you assume a user is missing. The default view only shows unlocked technicians, which hides customers and locked accounts.
  • Use the Last Login column to spot stale accounts. Accounts showing "Never" or a high day count may no longer be needed.
  • Use the role picker to review access. Check Administrator to list every account with that role.
  • Pair this page with the Audit Log. The Audit Log shows a history of account changes if you need to investigate.

Troubleshooting​

IssueSolution
I can't find a user in the listClick All in both button groups, clear the role picker, then search again. The default view only shows unlocked technicians.
A user says they can't sign inCheck the Status column for their account. If it shows a red lock and Locked, use Unlock Account to restore access.
The list is empty after I pick a roleThe type buttons and the role picker work together. Click All in the first button group, or clear the role picker.
The Lock Account option is missingYour role may not have permission to update users. Contact your administrator.
Lock Account or Unlock Account fails with "Failed to deactivate user" / "Failed to activate user"The account belongs to someone who outranks you or who also has access to another company. Ask someone whose access level is the same as theirs or higher, or contact MaidCentral support.
Last Login shows "Never" for an active employeeThe user has not signed in yet. Confirm they received their sign-in details.
The list seems shortThe list shows 20 users per page. Use the Previous and Next buttons to see more.
User Management is missing from SettingsYour role may not have access, or the feature may not be enabled. Contact your administrator.