In this guide, you'll learn how to:
User management: your team in Joy
Your company's knowledge is only powerful if the right people can access it. In Joy, these people are your users—the individual team members who will access information, create content, and complete tasks in your account. Whether your users are full-time employees, franchisees, contractors, or even external partners, managing them effectively is the key to keeping your organization organized and informed.
In Joy, you have access to a powerful set of user management tools that make it easy to manage your team and ensure everyone has exactly what they need to succeed. Specifically, you can do the following:
Keep all your user information in one place
Think of the Users page as your team's digital Rolodex. It's the central hub where you can see everyone in your account, quickly find specific people, and manage all their profile information.
To access the Users page, go to the Admin Center (found in the main menu) and click Users.
Add new users effortlessly
Quickly add new team members to your Joy account with just a few clicks. Every user in Joy has a user profile where you can capture important details such as their name, email, contact information, a short bio, and more. Once a user has a profile, they can log in, start browsing content, and complete assigned tasks.
To add a user to your Joy account, follow these steps:
Navigate to the Users page.
Click +User.
Fill in the user’s information.
Click the
Save icon.
Your new user’s account is now active! The final step is to share their login information with them so they can get started in Joy.
As a best practice, we recommend that everyone set a new, secret password the first time they log in to keep their account secure.
Control what each user can see and do
Joy uses a simple two-role system to manage permissions. You can designate users as owners to give them full administrative access or as non-owners to focus their experience on learning and completing tasks. This flexibility makes it easy to ensure users can only see and do things relevant to their role.
Find the right users, fast
Use Joy’s powerful search to instantly find a specific user in your account. Just start typing a name in the search bar at the top of the Users page to bring up their profile quickly.
Keep user information up to date
As roles change and teams grow, you'll need to keep your user information current. You can easily edit any user's profile to update their name, email, status, or other details.
To edit a user's profile, follow these steps:
Navigate to the Users page.
Use the search bar to find the user you want to edit.
Click on the user’s card to view their profile.
Switch to the Details tab and click the
Edit icon.
Make your desired changes.
Click the
Save icon.
If you want to remove a user’s access to your Joy account, follow the steps above and change their Status to Inactive.
Assign assets to users with ease
Once a user has a profile in Joy, you can assign any asset from the Knowledge Center—such as a file or FlexDoc—as a task. Put simply, a task is something a user needs to do, such as read a FlexDoc or PDF document.
To assign an asset to a user, follow these steps:
Navigate to the Knowledge Center and find the asset(s) you want to assign.
Select one or more assets using the checkbox that appears when you hover each asset's card.
Click the
Assign icon. This will open the Assign window.
Alternatively, you can assign a single asset by clicking the
More Actions icon on its card and selecting Assign.
In the To field, select the users who need to complete the task. To find a user quickly, start typing their name in the field.
Enter a subject and a custom message (optional).
Adjust the task details for each asset you are assigning or leave them set to the defaults. For example, you can set a due date for when each task should be completed and add a warning period to remind users when the due date is near. You can also set an acceptance window to automatically accept a user's recent completion of the asset so they don't have to do it again.
Click Assign.
A task is created for each user-asset combination. For example, if you assign two assets to three users, six tasks will be created. These tasks will immediately appear on each user's Tasks page.
User management in action: real-world use cases and examples
So, how do all these user management features come together to solve real business challenges? Let's look at a few examples.
Please note that the following use cases are examples only, and all company names and specific situations are fictional.
Scenario 1: the onboarding process
SilverScale is a rapidly growing tech company that has just hired five new software developers.
Pain point: The HR manager needs to ensure that every new hire has access to a set of important onboarding documents. He also needs to be able to track who has (or has not) finished reading each document.
Joy solution: The HR Manager adds each new hire as a user in the company’s Joy account. He then assigns them the “Employee Handbook,” “Benefits Guide,” and “IT Security Policy” assets from the Knowledge Center, which are automatically added to each user’s Tasks page.
The onboarding process is streamlined and consistent. Every new hire receives the correct information on day one, and the HR manager can track their completion, ensuring a smooth and successful start for everyone.
Scenario 2: the forgotten password
Northern Designs has a team of interior decorators who are often on-site with clients and need smooth access to their accounts.
Pain point: A team member wants to show a potential client some sample designs in the “Cabinetry Catalog” FlexDoc but realizes he has forgotten his Joy password.
Joy solution: He sends a quick text to his manager, who immediately opens his user profile from the Users page in Joy. She resets his password, allowing him to log in and return to his client demo within minutes.
A potentially stressful situation is resolved quickly and with minimal friction. The manager is empowered to support her team directly, freeing up the IT department and ensuring no critical client-facing work is delayed.
Scenario 3: the offboarding process
Vector Engineering, an architectural firm, frequently brings in contract engineers for specialized, short-term projects.
Pain point: The firm needs to give contractors access to specific company files and policies, such as proposal templates and local safety regulations, but must ensure that access is immediately and completely revoked when a project ends to protect proprietary information.
Joy solution: The project manager adds the contract engineers as users in Joy, giving them access to important information in the Knowledge Center. When the project is complete, the manager edits each user's profile and changes their status to "Inactive."
During the project, the contractors have secure, instant access to all the resources they need. Afterwards, their access is completely revoked, protecting the firm's data.
Your solution to managing user profiles
By properly managing your users in Joy, you can build a strong foundation for your team—one that is secure, organized, and empowered with the right access.
Now that you’ve learned about user management, we encourage you to try it out. Navigate to the Users page and start adding your team.