Users & groups
User Management and Groups
Overview
The User Management section in Stood CRM Admin View provides comprehensive capabilities for creating users, managing user groups, assigning admin privileges, and controlling team access through group-based permissions. This guide covers all user-related operations.
IMPORTANT about user creation:
Into Stood user management section : define team access, group allocation & data sharing rules.
It will generate automatically a user within Firebase (shortcut from top right user management section in stood) and will notify the user to sign up (unless specified differently).
Accessing User Management
Navigate to the Admin section in the main navigation
Only users with admin privileges can access this view
Select "Users" from the dropdown in the admin header
The users table displays all users in the system
User Management Interface
View Navigation
The admin interface uses a dropdown menu in the header to switch between three views:
Teams: Team management and configuration
Users: User and group management
Global Settings: Application-wide settings
User Search and Filtering
Search Functionality:
Search field in the header when Users view is selected
Search across multiple fields:
User name (first name + last name)
Email address
Groups
Team names (based on group matching)
Real-time filtering as you type
Clear button (X) to reset search
Filtering Logic:
Searches are case-insensitive
Matches partial strings in any field
Shows users whose groups match team access groups
Creating Users
How to Create a New User
Click the "Create User" button (with person_add icon) in the admin header
Fill in the required information:
First Name (required): User's first name
Last Name (required): User's last name
Email (required): Valid email address
Groups: Add one or more groups (tags/chips)
Admin Access: Checkbox to grant admin privileges
Notify user (default on): will send an email to let user sign up.
Click "Create"
User Fields Explained
First Name & Last Name:
Required fields
Used for display throughout the application
Visible in user lists and team member displays
Email:
Required field
Must be a valid email format
Used for authentication and identification
Can be used for pre-authorized team access
Groups:
Optional tags/chips that define user permissions
Groups determine team access through group matching
Users can belong to multiple groups
Group names are case-sensitive
Maximum 20 characters per group name
Groups cannot be duplicated for the same user
Admin Access:
Checkbox to grant administrative privileges
Admins can access the Admin view
Admins can manage teams, users, and global settings
Default: unchecked (regular user)
Group Management in User Creation
Adding Groups:
Type group name and press Enter or comma
Groups appear as chips/tags
Click X on a chip to remove it
Groups are validated (max 20 chars, no duplicates)
Group Best Practices:
Use descriptive group names (e.g., "sales", "support", "management")
Keep group names consistent across users
Use lowercase for consistency
Avoid special characters when possible
Editing Users
How to Edit a User
Find the user in the users table
Click the Edit icon (pencil) in the Actions column
Modify any field:
First Name
Last Name
Email (can be cleared but must be valid if provided)
Groups (add/remove tags)
Admin Access (checkbox)
Click "Save"
Editing User Groups
Adding Groups:
Type new group name and press Enter
Group appears as a chip
Can add multiple groups
Removing Groups:
Click the X icon on any group chip
Group is immediately removed
Changes saved when you click "Save"
Group Validation:
Maximum 20 characters per group name
No duplicate groups for the same user
Groups are case-sensitive
User Table
Table Columns
The users table displays the following information:
Name:
Full name (First Name + Last Name)
Selectable text (can copy)
Sorted alphabetically
Email:
User's email address
Selectable text (can copy)
Shows "-" if no email
Group:
Displays all groups as chips/tags
Color-coded with primary theme color
Scrollable if many groups
Shows "-" if no groups assigned
Admin:
Checkbox showing admin status
Can be toggled directly in the table
Changes save immediately
No confirmation required
Teams:
Shows teams the user has access to
Based on group matching with team access groups
Displays team names as chips
Automatically calculated (not directly editable)
Updates when groups or team access groups change
Actions:
Edit: Opens edit dialog
Delete: Opens confirmation dialog
Table Features
Responsive Design:
Horizontal scrolling on smaller screens
Fixed header row
Adjustable column widths
Data Display:
All text is selectable (can copy)
Groups and teams shown as visual chips
Admin status as interactive checkbox
Deleting Users
How to Delete a User
Find the user in the users table
Click the Delete icon (trash, red) in the Actions column
Confirm deletion in the dialog:
Dialog shows user's full name
Click "Delete" to confirm
Click "Cancel" to abort
Deletion Behavior
What Happens:
User document is removed from Firestore
User immediately disappears from the table
User loses access to all teams
User's deals and activities remain (orphaned)
What Doesn't Happen:
No deletion of user's deals
No deletion of user's activities
No deletion of user's posts
Firebase Authentication user remains (if exists)
Important Notes:
Deletion cannot be undone
Consider reassigning deals before deletion
User may still exist in Firebase Authentication
Team Access Through Groups
How Team Access Works
Group-Based Access:
Users don't have direct team assignments
Team access is determined by group matching
User's groups must match team's access groups
Access is automatic when groups match
Example:
User has groups: ["sales", "management"]
Team has access groups: ["sales"] (with any sharing policy)
User automatically has access to that team
Sharing policy determines what user can see
Sharing Policies
When a user's group matches a team's access group, the sharing policy determines visibility:
R1 - Restricted:
User sees only deals they own
Plus associated accounts/contacts
Most restrictive access level
G1 - Group Sharing:
User sees all deals from group members
Plus all accounts and contacts
Collaborative within group
O1 - Open:
User sees all deals in the team
Plus all accounts and contacts
Most permissive access level
Managing Team Access
To Give User Access to a Team:
Ensure user has a group assigned
Go to Teams view
Select the team
Add the user's group to team's "Access Groups"
Choose sharing policy (R1, G1, or O1)
User automatically gains access
To Remove User Access to a Team:
Go to Teams view
Select the team
Remove the user's group from team's "Access Groups"
User automatically loses access
To Change User's Access Level:
Go to Teams view
Select the team
Find the user's group in "Access Groups"
Click the policy badge (R1/G1/O1)
Select new policy
Changes take effect immediately
Admin Privileges
What Admins Can Do
Full Access:
Access Admin view
Create, edit, and delete teams
Create, edit, and delete users
Manage global settings
Configure team labels
Manage access groups
Generate API keys
Regular Users Cannot:
Access Admin view
Modify team configurations
Create or edit users
Change global settings
Granting Admin Access
During User Creation:
Check "Admin Access" checkbox
User is created with admin privileges
For Existing Users:
Edit user
Check "Admin Access" checkbox
Save changes
Or toggle directly in the users table
Revoking Admin Access
Method 1 - Edit Dialog:
Edit user
Uncheck "Admin Access" checkbox
Save changes
Method 2 - Direct Toggle:
Find user in table
Uncheck admin checkbox in Admin column
Changes save immediately
Firebase Authentication Integration
Opening Firebase Auth Console
Access:
Click the Firebase icon (fire) in the admin header (Users view)
Opens Firebase Authentication console in new tab
Requires Firebase project permissions
Use Cases:
View all authenticated users
Manage user authentication
Reset passwords
Enable/disable users
Delete authentication records
Important:
Firebase Auth users are separate from Stood users
Stood users are created in Firestore automatically (by default).
Firebase Auth is for login credentials.
Both remain separated (auth. vs app access rights).
Best Practices
User Management
Consistent Naming: Use consistent first/last name formats
Valid Emails: Always provide valid email addresses
Group Strategy: Plan group structure before creating users
Admin Minimization: Only grant admin to trusted users
Group Management
Naming Convention: Use lowercase, descriptive names
Consistency: Keep group names consistent across users
Hierarchy: Consider group hierarchy (e.g., "sales-manager", "sales-rep")
Documentation: Document what each group represents
Team Access
Group-Based: Always use groups for team access, not direct assignment
Sharing Policies: Choose appropriate policies for each team/group combination
Testing: Test access after group changes
Documentation: Document which groups access which teams
Security
Admin Access: Minimize admin users
Group Permissions: Review group assignments regularly
Access Audits: Periodically review who has access to what
User Cleanup: Remove users who no longer need access
Troubleshooting
Common Issues
User Not Appearing in Team:
Check if user has groups assigned
Verify team has matching access groups
Check sharing policy settings
User Can't Access Admin:
Verify admin checkbox is checked
Check user's admin status in table
User may need to refresh page
Groups Not Saving:
Ensure group name is ≤ 20 characters
Check for duplicate groups
Verify you clicked "Save"
Email Validation Errors:
Ensure email format is valid
Check for typos
Email can be empty in edit mode
User Deleted But Still Exists:
Firebase Auth user may still exist
Check Firebase Authentication console
Delete separately if needed
Getting Help
Check user's groups and team access groups
Verify admin status in users table
Review team access group configurations
Contact system administrator for access issues
Summary
The Stood CRM User Management provides comprehensive user administration capabilities with group-based team access control. Key features include:
User Creation: Create users with groups and admin privileges
User Editing: Modify user information, groups, and admin status
User Deletion: Remove users with confirmation
Group Management: Assign groups to control team access
Team Access: Automatic access through group matching
Admin Control: Grant/revoke admin privileges easily
Search & Filter: Find users quickly with real-time search
All operations are designed to be user-friendly and safe, with confirmation dialogs for destructive actions and immediate feedback for all changes.