User Management

Access Level: Super Admin
Location: Top Menu → User Management OR Left Hand Side Menu → User Management
Scope: Organisation-wide user administration with building-level permission control

Overview

User Management allows Super Admins to create, edit, and manage all users within the organisation.

Users belong to the organisation and can be granted access to one or more buildings.

Permissions are controlled at building level, meaning a user’s access and capabilities may vary between locations.

From this section, you can:

  • Create and remove users

  • Assign building access

  • Configure booking permissions

  • Allocate WHS roles

  • Manage inductions (if enabled)

  • Import and export users in bulk

Viewing the User List

The User List displays all users across the organisation.

Each record includes:

  • Name

  • Email address

  • Employee number (if used)

  • System role (User, Admin, Super Admin)

  • Assigned function (per building)

  • Permanent desk status (per building)

  • WHS roles (if assigned)

  • Contractor or visitor status

You can:

  • Use the search field to locate users quickly

  • Sort columns for easier management

  • Apply filters to refine results

If no filters are applied, the full organisation list is displayed.

Creating a New User

To create a new user:

  1. Navigate to Top Menu → User Management

  2. Click Create User

  3. Enter required user details:

    • Name

    • Email address

    • Employee number (if applicable)

  4. Assign building access

  5. Configure building-level permissions

  6. Click Save

Once created, the user can access Smart Space Pro according to assigned permissions.

Editing an Existing User

To update a user:

  1. Navigate to User Management

  2. Locate the user in the list

  3. Click Edit

  4. Update required details:

    • Personal information

    • Building access

    • Permissions

    • Roles

  5. Click Save

Changes apply immediately.

Removing a User

To remove a user from the organisation:

  1. Navigate to User Management

  2. Select the user

  3. Click Remove

This removes access across all buildings.

For multiple users:

  • Use Bulk Remove to remove several users at once.

Removing users supports accurate licence and governance control.

Importing and Exporting Users

Import Users (Bulk Upload)

You can upload multiple users simultaneously.

To import:

  1. Navigate to User Management

  2. Click Import

  3. Upload the required file format

  4. Assign default building access and settings (if prompted)

  5. Confirm upload

Importing supports efficient onboarding.

Export Users

To download a full user list:

  1. Navigate to User Management

  2. Click Export

This exports an organisation-wide user list for:

  • Record keeping

  • Governance review

  • Audit preparation

Managing Building Permissions

User permissions are assigned at building level.

This allows:

  • Different booking rights per building

  • Different WHS roles per building

  • Temporary building access where required

To update building permissions:

  1. Navigate to User Management

  2. Select the user

  3. Open the relevant building profile

  4. Configure:

    • Assigned function

    • Booking permissions

    • Role toggles

  5. Click Save

Always ensure the correct building context is selected before updating permissions.

Booking Permissions

Booking permissions determine what a user can access within a building.

Available permissions may include:

  • Visitor desk booking

  • Restricted room booking

  • Group booking capability

Toggle permissions on or off as required.

Changes apply immediately after saving.

WHS Roles (Work Health & Safety)

Smart Space Pro includes built-in WHS roles that can be assigned at building level.

Default roles include:

  • Fire Warden

  • First Aid Officer

  • Peer Support Officer (configurable name)

These roles help staff identify workplace safety contacts quickly.

Assigning WHS Roles

To assign a WHS role:

  1. Open the user profile

  2. Navigate to Building Permissions

  3. Toggle on the relevant WHS role

  4. Click Save

WHS Role Visibility

Assigned WHS roles are visible to users via:

  • Find User (Web Portal)

  • Find Support (Mobile App)

This ensures visibility during emergency or support situations.

WHS Expiry & Automated Reminders (If Enabled)

If expiry tracking is enabled:

  • An expiry date must be entered when assigning the role

  • The system sends automated reminders prior to expiry

  • The role automatically switches off once expired

  • A new expiry date must be added to reinstate the role

This supports compliance and safety governance.

Customising WHS Roles

The Peer Support Officer role can be:

  • Renamed

  • Disabled

Customisation is managed by the Smart Space Pro team.

User Inductions (If Enabled)

If Workplace Inductions are enabled for your organisation, induction data can be accessed via the user profile.

From the user record, you can:

  • View current inductions

  • Review induction history

  • Monitor completion status

Induction tracking supports compliance and audit readiness.

Governance Best Practices

  • Assign building access carefully.

  • Remove users immediately upon offboarding.

  • Review user lists quarterly.

  • Monitor WHS expiry dates where applicable.

  • Use bulk import/export tools for efficient management.

User Management directly impacts system governance, compliance, and operational control.