Overview
User Management gives admins an easy way to control who has access to Vimocity, what permissions they have and whether they’ve completed registration.
Instead of relying on support requests or manual tracking, admins can:
- View all employees in one place
- Assign or update roles
- Add or update employee information
- Send account invitations and track registration status
This helps streamline onboarding, reduce delays and makes it easier to keep your employee list accurate.
When You’ll Need This Tool
Most admins use this feature when they need to:
- Add new hires or contractors
- Update someone’s role to access admin features within the Vimocity platform
- Check to see who doesn’t have a Vimocity account yet
- Send account invitations to those unregistered
Clean up or review employee records
Accessing User Management
To access User Management:
- Log into the Vimocity portal
- Navigate to Admin Center
- Select User Management
- Complete two-factor authentication when prompted
- Enter the verification code sent to your email
Once verified, you’ll have access to the User Management dashboard.
| Note: Only users assigned the Admin or Super Admin role can access User Management. If you need access, contact your organization’s Vimocity program manager or safety leadership team. |
Understanding the User Management Table
Searching and Filtering Users
If you need to locate someone quickly, use the search and filter tools. You can search by first name, last name or email. If your organization uses fields like department, location or job title, you may be able to search by those as well.
You can filter users by:
- Company
- Location
- Department
- Job title
- Role
- Registration status
To filter:
- Select Filter
- Select your criteria
- Click Apply
Role Access
Role assignments control what each person can access in Vimocity.
Current role options include:
Basic: Standard access with no extra privileges.
Challenge Only: Access to challenge builder (MFA required).
Facilitator: Access to reports and challenge builder (MFA required).
Admin: All facilitator access plus user management and embedded widget playlist editing.
Super Admin: All Admin access plus the ability to assign Admin roles to other users. Contact your Customer Success Manager to request this role.
Editing Employees and Roles
To update a person in your User Management table:
- Find the person you are looking for using search or filters
- Scroll to the right and click the three dots in the Actions column
- Choose Edit User
- Update any necessary fields
Once you save, the update takes effect right away.
Adding a New Person
To create and add a new person:
- Click New User in User Management table
- Enter:
- First name
- Last name
- Company (optional)
- Location (optional)
- Department (optional)
- Job title (optional)
- Role (optional)
- Choose whether to send an invitation email
- Save the user
| Note: You decide whether the person receives an invitation email. Check the “Send Invitation Email” box to send it, or leave it unchecked if you prefer not to send an email right away. |
Customizing Columns
You can customize which columns appear in your User Management table to match what fields are most important to you.
Select the gear icon in the top right of your table to show or hide specific fields. Most columns are visible by default, but if there are fields you don’t use or that tend to stay empty, hiding them can help keep the table easier to scan.
This can be especially helpful if you manage a large user list or want to focus on just a few key details like role, registration status or invitation history.
Best Practices
Keeping your user list accurate helps ensure smoother onboarding and better program engagement. Some best practices include:
- Send invitations promptly when adding new hires
- Use filters to manage large user groups efficiently
- Review user roles periodically to prevent access confusion
- Limit Admin access to those who truly need it
- If you regularly add new hires, talk with your Customer Success Manager about options to automate employee list uploads to save time and reduce manual updates
Troubleshooting Guide
Why Can’t I Access User Management?
You must have Admin or Super Admin permissions. If the option does not appear in the Admin Center, contact your organization’s Vimocity program manager or safety leadership team.
Why Didn’t an Employee Receive an Invitation Email?
If the employee didn’t receive the email within 5 minutes of you sending the invitation, common causes include:
- Incorrect email address
- Email filtered to spam or junk
- Company email domain restrictions
Verify the email first, then resend the invitation if needed.
Why Does Someone Show as Unregistered?
This means their account exists but they have not completed registration. Sending an invitation typically resolves this.
Why Is The Same Employee Showing Up More Than Once?
This typically happens when someone has more than one email address on file. A common example is a name change after marriage or divorce that leads to a new company email. If you’re unsure which record is correct, check internally before making changes.