Innovation Minds offers a robust user management system designed to simplify the administration of user accounts and data. This system provides tools for editing user records, bulk uploading users, managing user sign-ups, and synchronizing data with your HRIS. These features ensure that user information is accurately maintained and securely managed, supporting compliance and operational efficiency. 

Innovation Minds provides several key features to manage user records effectively:

• Edit User Record: Administrators can edit user records to update personal information, roles, and other relevant data.
• Admin Proxy: Admins have the ability to proxy as any user, allowing them to troubleshoot issues, provide support, or manage user accounts directly.
• Anonymize User Identity: For GDPR compliance, administrators can anonymize the identity of any user, ensuring that personal data is protected and privacy regulations are met.
• Delete User Record: Administrators can delete user records as needed, ensuring that the system remains clean and up-to-date.

Applies to: Engagement, Survey, Rewards, Recognition, Performance, and Innovation Programs

Administrators can add and manage users across any Innovation Minds program using User Management. There are three primary methods to add new users to a program:

Admin Adds a Single User (Direct Addition & Welcome Email)
Administrators can manually add individual users directly into any specific program (such as Engagement, Survey, Rewards, Recognition, Performance, or Innovation) through User Management:

Step: Go to User Management -> Select Add User.

Welcome Email: Admins have the option to send a welcome email invitation to the new user during or after creation.

Bulk User Upload via CSV
To add multiple users at once to any program (Engagement, Survey, Rewards, Recognition, Performance, or Innovation):

Step: Navigate to User Management -> Select Bulk Upload / CSV Upload.

Benefit: Streamlines onboarding for large groups, saving time and reducing manual data entry errors.

User Self-Sign-Up
Users can also register on their own for programs through a dedicated sign-up screen. This can be configured in two ways based on organizational security:

Auto-Approve: New users are automatically granted access to the program upon sign-up. Domain whitelisting is also supported.

Administrative Approval (Gated): New sign-ups are held in a pending queue requiring admin approval before gaining access to the program.

Keeping user data synchronized with your organization’s HRIS is critical for maintaining accurate and current information:

• Nightly/Weekly Data Refresh: Innovation Minds supports nightly or weekly refreshes of employee master data from your HRIS. This can be done via automated APIs or file transfers, ensuring that user data is consistently updated without manual intervention. This synchronization helps maintain data integrity and supports seamless user management across systems.

Innovation Minds provides a comprehensive access management system designed to streamline the assignment and management of user roles within an organization. This system ensures that users have the appropriate access and permissions to perform their duties effectively, while maintaining a secure and organized environment. The access management system includes features for managing roles, assigning special roles, and controlling role-based access.

In Innovation Minds, role management is intuitive and flexible, allowing administrators to efficiently categorize and manage users:

• Default Role Assignment: All users are initially assigned the default role of ‘User’, ensuring a baseline level of access and functionality for everyone.
• Manager Role: Users with employee reports are automatically tagged as ‘Manager’, providing them with additional capabilities to oversee and guide their team members.
• Special Roles: Administrators can assign special roles such as Admin, Mentor, Judge, etc., to any user on demand. These roles come with specific permissions tailored to their responsibilities within the organization.

The ability to assign special roles allows organizations to leverage the expertise and responsibilities of different individuals effectively:

• Admin Role: Users with the Admin role have full access to the platform’s administrative functions, enabling them to manage settings, users, and overall platform configurations.
• Mentor Role: Mentors are granted permissions to guide and support users, providing valuable feedback and insights on their suggestions and ideas.
• Judge Role: Judges have the authority to review and evaluate suggestions, ensuring that only the most valuable and feasible ideas are implemented.

The roles access management feature allows administrators to precisely control what different user groups can see and do on the platform:

• Design User Experience: Administrators can tailor the experience for each user group, ensuring that users only see and interact with content relevant to their role. This customization enhances productivity and reduces clutter.
• Define Permissions: Permissions can be defined for each role, specifying what actions users in that role can perform. This includes access to specific features, data visibility, and the ability to make changes within the platform.
• Scalable Management: The roles access management system is scalable, making it easy to accommodate the changing needs of an organization as it grows and evolves. New roles can be created, and existing roles can be modified to ensure that access remains appropriate and secure.