Creating & Updating User Profiles

Modified on Sun, 16 Jun at 9:52 PM

Managing user accounts is a critical task that can only be performed by User Administrators

This guide will walk you through the process of creating and updating user profiles using the interface. User profiles can also be created and updated using the bulk edit functionality. Please refer to the linked article to learn more about the bulk edit functionality.

For quick access to the User Management page, click on your Avatar image located at the top right of the screen and select the User Management link from the menu.

Creating a new account

On the User Management page, click  New User to create a new user profile. Then, fill in the necessary user information.

Account Settings Fields

  • First Name - Enter the user's first name.

  • Last Name - TEnter the user's last name.

  • Username - Choose a unique identifier for the account (e.g., FirstName.LastName or the user's email address). Note: This cannot be changed once set.

  • Email address - Enter the user's email address. (Ensure it complies with the Email Domain Restrictions that are applicable on the instance.)

  • License - Select the type of license for the user from the following options:
    • Licensed: Users with this type of license have full access to all functionalities based on their profile settings, allowing them to utilise the complete range of features within the application.

    • Collaborators: Users with a Collaborator license can update project and meeting actions, create new actions, and participate in assigned meetings. However, they cannot own meetings, manage projects, access workhubs or boards, or view project financials and dashboards beyond their assignments. This license type balances necessary permissions for active participation with restrictions to maintain project integrity and confidentiality.

    • Unlicensed: Users with an Unlicensed status cannot log in to the application but can still be assigned to tasks or projects.

  • Opt in for Email Notifications - Set to YES if the user should receive email notifications.

  • Email Reminder Frequency - Choose how often the user should receive email reminders (Daily, Weekly, Monthly). Default is Weekly.
    • Daily - emails are sent out everyday at 08:15 am. 
    • Weekly - emails are sent out at 09:15 every Monday.
    • Monthly - emails are sent out at 08:00 am on the first day of each month.

  • Account Locked - Set to YES to indicate that the account is not locked and that the resource can log in.

  • Timezone - Select the user' timezone.

Resource Details Fields

Note: Many of these field values need to be configured by the application administrator.

  • Active - Indicate if the account is active (YES) or inactive (NO).

  • Reference - Add a unique reference for the account (useful for importing from third-party solutions).

  • Manager - Specify the user's line manager.

  • Accountable Executive 1 & 2- Automatically calculated based on the management hierarchy. These fields may be blank if not applicable.

  • Cost centre - Select the cost centre the user belongs to.

  • Region - Select the region where the resource is located.

  • Country - Select the country where the resource is located.

  • Engagement Type - Specify the type of resource engagement, such as full-time, part-time, contractor, or temporary. This is configurable by the system administrator and helps in categorising the resource based on their employment status.

  • Rate Card - Assign the appropriate rate card that determines the billing rate for the resource. This is used for project costing and budgeting, ensuring that the resource's work is billed correctly.

  • Role - Define the user's primary title/role.

  • Primary Skills - List any primary skills the user possesses.

Resource Plans

Resource plans allow you to manage the allocation and scheduling of resources over time. Each resource can have multiple plans, each with specific start and end dates, ensuring that no plans overlap. The properties associated with a resource plan are only valid during the plan's period. A resource is considered active if they have a resource plan with an end date in the future; otherwise, the resource is set to inactive.

Add or Edit Resource Plans:

  • Add New Plan: Click Add New Plan to create a new plan.
  • Edit Existing Plan: Click the pencil icon to edit an existing plan.

Complete the Resource Plan fields:

  • Start Date - The date when the resource plan begins.

  • End Date - The date when the resource plan ends. This usually represents the date the resource leaves the organisation, changes role or division or changes status.

  • Allocation- Indicates the availability of the resource:
    • An allocation of 1 means the resource is working full-time and can be allocated 100% to projects.
    • An allocation between 0 and 1 means the resource is working part-time, with the exact percentage of availability specified by the allocation value.
    • An allocation of 0 means the resource is not available, often used for plans representing leave.

  • Status - Indicates the current employment status of the resource, such as Onboard or Leave.

  • Hourly Rate - If the Disable Resource Plan Hourly Rate feature is turned off, this allows you to set the hourly rate for the resource. This rate will override the hourly rate from the resource's rate card.

  • Headcount Impact - Specifies whether the position is incremental, a replacement, or another type of headcount change.

  • Position ID - The unique identifier for resource's position within the organisation.

  • Primary Function - The main role or job function of the resource.

  • Division - The division within the organisation that the resource belongs to.

  • Department - The department within the division that the resource belongs to.

  • Team - The specific team within the department that the resource belongs to .

  • Notes - A free text field to add any additional information or comments relevant to the resource plan.

Security Roles

Select which role groups the account needs to belong to. For more information on role groups and their associated access and functionality, click here.


Add a pre-defined password for the user's account, which they can use to access the system. Send a registration email by setting the 'Send Email' option to 'Yes'. 

When you have finished populating all the account details, click CREATE at the top of the page to create the account.


Once the profile has been created or edited, you will be brought back to the User Management page. 

User accounts are listed in alphabetical order and display the following information:

  • The account's picture/avatar.
  • The full name of the resource.
  • The resource's username (unique identifier).
  • The registered email address.
  • The roles assigned to the account. Click here for more on account roles and what access and functionality they allow.

To edit an existing account, simply click on any user account in the User Management page.

Additional Features

At the top of the User Management console, the following functions are available:

  • Manage Role Groups: View and manage user roles. You can find more details about this page by clicking here.
  • New User: Create a new user account.
  • Status Filter: The Status Filter allows you to sort and manage user accounts based on their current status. Here are the available options:
    • Active: The account is active, and the resource can be allocated to projects or assigned tasks. The user can log into the application if the User security role has been set on the account. Refer to the Security Roles section for more details.

    • Inactive: The account is archived, meaning the user cannot log in, and the account is no longer available for assignment to projects or tasks.

    • Locked: The account is locked due to incorrect entry of credentials. Users with locked accounts cannot log into the application. User Administrator can unlock the account by turning the Account Locked toggle to No.

    • Pending: These accounts belong to users who have been invited to Fluid but have not yet accepted the invitation and completed the registration process.

  • Search: Search for specific users.
  • License Filter: Filter by license type (Licensed, Unlicensed, Collaborator).
  • Manage Placeholders: Navigate to the Manage Placeholders page. You can find more details about this page in the Placeholder Management article.

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