Description: This tool allows establishing a hierarchical or mentoring relationship by assigning a specific user (the reference) to another user in the system.
What is it for? (Practical examples)
Use the Reference User system to manage clear organizational structures and facilitate supervision:
- Management of sales networks: Assign an Area Manager (reference) to all the salespeople in their team, allowing the Manager to automatically view data and activities of their subordinates.
- Tutoring and Mentorship: In training contexts, assign a Tutor to each student, ensuring that the Tutor has direct access to the student's progress and data.
- Hierarchical company structures: Define who is the direct manager of an employee, automating data visibility rules based on the chain of command.
Main Features
1. Assignment of the Reference
It is possible to assign a reference user in two ways:
- Through the user profile: Within a user's management panel, there is a dedicated tab ("Reference User") where you can select the reference from the list of available users.
- During registration: If enabled in settings, the user can independently select their own reference during system sign-up.
- Mass actions: In the user list, you can select multiple users simultaneously and assign a common reference via a quick action.
2. Hierarchical Data Visibility
The system automatically extends data visibility. If a reference is enabled to view data of their "subordinates," they will be able to access not only the data of the directly assigned user but also those of users who refer to that user (cascading visibility).
3. Overview in the Users Table
The main user management table includes a column that immediately shows the assigned reference user for each profile.
How to configure
Configuration options are accessible in the module settings panel and allow defining assignment rules for different user levels present in the system.
| Setting | Description |
|---|---|
| Enable reference user system | Completely activates or deactivates the feature. |
| Enable selection during registration | Allows new users to select their own reference during sign-up. |
| Mandatory for levels | Selects user levels for which assigning a reference is a mandatory field. |
| Hidden for levels | Selects user levels for which the reference assignment field should not be displayed in the profile. |
| Exclude selectable levels | Selects user levels that cannot be chosen as references (for example, users with role "Client" cannot act as references). |
Limit data viewing
This section defines which data (associated with various system modules) can be seen by the reference.
| Module/Data | Options | Purpose |
|---|---|---|
| [Module Name] | Default / Also view subordinate users' data | Selecting "Also view subordinate users' data" grants the reference access to records created by all users within their hierarchy. |
Automatic integrations
Check during user creation
The system automatically verifies mandatory and visibility rules when a user is created or modified, ensuring compliance with rules set for different user levels.
Access for external systems
An access point (API) is available that allows external software or systems to quickly query the system to retrieve details of the reference user associated with a specific user ID.
