Add and manage people

Before you start

• Who does this: anyone with User Management: Action in their page access. With View you can see the lists, but you cannot add, change or remove anyone.
• What you need: the person's name, their @kapiva.in Google address (they sign in with Google, so there is no password), the team they work in, and what they need to open.
• Check the team exists first. Open the Teams tab. If the team is missing, add it there before you add the person.
• Have an approver ready for escalation. Every new person needs an escalation level 1, and only people marked as approvers can be picked for it.

Add a person

1. Open User Management. Stay on the Users tab and choose + Add user.
2. Enter the name and email. Email ID is the Google account they sign in with. Only a company address is accepted.
3. Pick the team. The Team list shows the eight master teams first, then any other teams. The team matters: an activity's owner can only be picked from that activity's team.
4. Set page access. For each module choose None, View or Action. Every module starts at None except My Activities, which is always Action. Give the least the person needs.
5. Tick the approver box if they decide approvals. Under Approver, tick This person is an approver for anyone who approves new projects, baselines or activities.
6. Choose the escalation managers. Escalation level 1 is required. Escalation level 2 is optional and must be a different person. Both lists offer only active approvers, shown as email — name.
7. Optionally tag project types. Project types only label the person for filtering the list. They do not open any project to them.
8. Choose Add user. The button stays off until name, a valid email, team and escalation level 1 are filled. The list reloads and shows the new person.

My Activities is not in the grid. It is the home page and is Action for everyone, so there is nothing to choose.

For what each level opens, see Page access: what you can open.

Change a person's details

1. Find the person. Search by name or email, then choose the pencil (Edit user) on their row.
2. Change what you need. Name, email, team, page access, project types, the approver box and the escalation levels can all be changed here.
3. Choose Save changes. Page access and approver authority are checked on every request, so the change applies the next time the person opens a page.

Rules when editing

• A new email signs the person out. Their live sessions end, and they sign in again with the new Google account. The address must not belong to anyone else, including a removed person.
• Escalation level 1 can be replaced but not cleared. A person who has no level 1 today (top of chain) can be saved without one.
• A person can't escalate to themselves, and two people can't be each other's level 1.
• The approver box stays ticked while someone escalates to this person. Give those people another approver first, then untick it.
• You can't edit or delete yourself. Your own row has no Edit or Delete, and Srishti refuses the change if it is sent any other way (You cannot edit your own account here). Ask another admin.

Remove a person

1. Choose the bin on their row. Srishti first checks what the person still holds.
2. If they run a project, stop. A window saying they can't be deleted yet lists the projects they are PM of. Removal is refused while they are PM of any project that is not closed or cancelled, including a saved draft.
3. Read the confirmation. It says what removing them changes: who loses them as an escalation contact, which unfinished activities they still own, and any approvals that will be left waiting on them.
4. Choose Delete. Someone with no activity in Srishti yet is deleted permanently, and their email can be used again. Anyone else is kept for the record: they leave the list and can no longer sign in, and a User removed window lists the open activities that need a new owner.

Bring someone back

To restore a removed person, add them again with the same email. Srishti asks Restore a removed user?; choose Restore account. The same account comes back with its history and any work still assigned to it, and the name, team, access and escalation are taken from the form.

Manage teams

1. Open the Teams tab. Each team shows how many people are on it.
2. Add a team. Choose + Add team, enter a Team name and choose Add team. Names must be unique.
3. Rename or delete a team you added. Use the pencil or the bin. The eight master teams show Locked: templates are built on them, so they can't be renamed or deleted.

Delete is unavailable while anyone is still on the team, or while a project activity, template activity or document route uses it. Hover the bin to see why.

What happens next

A new person signs in with Google and lands on My Activities. Their menu shows only the modules you gave them View or Action on.

Their escalation managers hear about their late work. A daily check at 6:00 AM IST looks at activities on running projects:

When you remove someone, their open activities stay with them until the project's PM picks a new owner. They show under Needs reassignment on each project's Overview. See Unblock a stuck project.

What can go wrong