User Management Overview
Users are the core of the NineID platform. Managing them effectively ensures that the right people have the right access, tasks, and roles at the right time.
From the Users section, you can view and filter user lists, add or merge accounts, and access detailed user profiles. This central hub allows administrators to maintain accurate records, track activity, and ensure compliance across all projects and events.
1. Viewing and Filtering Users
The Users screen displays a full list of all system users.
User Status Tabs
At the top, you can filter the list by status
Active – Users currently active in the system.
In Review – Users pending review
Blocked – Users whose accounts have been blocked
Archived – Users no longer active
Search and Filters
Additional tools help narrow down the list:
Search User: Enter a name or keyword to quickly find a user
Filter Roles: View only users with specific roles
Filter Companies: Show users belonging to a specific company
Record Status Filter: Apply filters such as Pending, Accepted, Expired, Archived to refine results
2. Managing User Accounts
Adding a New User
Click + Add User in the top-right corner
Fill in the required fields in the Create User form
First Name*
Last Name*
Email Address*
Mobile Phone
Company
Click SAVE to create the user.
Merging Duplicate Users
If a user has duplicate accounts, they can be merged into one:
Select the checkboxes next to the duplicate users. Use the filter options to narrow down your search.
Note: A banner will confirm how many users are selected. At least two must be chosen to enable merging.
Select Merge Users
In the Merge Users (2 Selected) form
Primary User: Choose the account to keep. Other accounts will be archived.
User Information: Confirm the final First Name, Last Name, and Email Address.
Roles: Select which roles to include or exclude
Groups: Similar to roles, you can include or exclude groups that the user belongs to.
Click MERGE USERS to complete the process.
Other Admin Options
From the Admin dropdown, you can also:
Export to Excel – Download the user list
3. Viewing User Details
To view a user’s full profile, click their name in the user list.
User Profile Overview
The profile is organised into sections and tabs:
Core Information: Shows the user’s Email, Roles, Company, and Badge ID.
To assign the user to an additional company, click the plus (+) icon.
To update user details, use the Edit button in the top-right corner of the screen..
Profile Tabs
Roles: the roles that are linked to the user.
You can add a role by clicking on +Add Role in the top right hand corner
You can delete a role by clicking on the three dots linked to the role type
Access: Lists zones the user can access (e.g., Entrance Hall, Contractor Zone) and whether access is permanent or temporary
Documents: Files linked to the user
Tasks: Tasks assigned to the user, including status and deadlines
Approvals: Approvals related to the user
Events: Events the user is connected to
Logs: Time-stamped activity history
Badges: Manage or add a Badge ID
Extra Options
Clicking the three dots next to the Edit User button opens additional management options:
1. Resend Email Invite
If the user did not receive their original invitation—or if troubleshooting requires a new one—you can resend the email invite from here.
2. Generate Magic Code
Each email invite contains a Magic Code, which can be used to:
Create an account in the NineID mobile application.
Log in on a tablet to complete training.
If a new Magic Code is required, it can be generated here.
3. Archive User
If the user is no longer active, their profile can be archived.
⚠️ Important: Archiving is a soft delete.
The user is removed from the system and loses all functionality.
However, their personal data remains stored in the backend until the defined retention period has passed.
If no retention period is agreed during setup, data will remain until the end of the contract.
4. Block User
Blocking a user immediately revokes all their access rights.
The user’s details are also added to the blocklist, preventing them from re-registering with other credentials.
When blocking, you must provide a reason and optionally set a “Blocked until” date for temporary blocks.
If no end date is set, the block remains in place until manually removed.
5. Mark for Review
Users may be automatically flagged for review in cases such as:
A mismatch between the faceprint from their ID card and their selfie.
Failure to complete all required tests successfully.
Admins can also manually mark a user for review.
Once flagged, all access rights are temporarily revoked.
A notification is displayed in the mobile application.
6. Download Badge
Admins can generate a printable badge for the user.
This badge contains a static QR code.
It can be printed and used for identification and access purposes.
👉 Make sure the user has completed all required tasks before downloading their badge.
Badges downloaded in advance for users who haven’t finished registration or tasks will not be valid.