User Management & Licencing Overview

User management allows you to control who can access the system, monitor their usage, and manage access based on your licence plan. With powerful visibility and access controls, it helps you maintain security, optimise licence consumption, and ensure accountability across your team.

Key Advantages of User Management

• Real-time visibility of user status (Online, Idle, Offline).
• Enforce licensing limits by per-user or concurrent access.
• Centralised user control with organisation access toggles.
• Logout of all idle users.
• Streamlined user onboarding and access configuration.

What is a Tenant?

A tenant represents the top-level account in the system. It is usually tied to a company or a client that subscribes to the platform. The tenant defines the boundary for data, security, and licensing.

Organisation(s) under a Tenant

Within a tenant, you can create one or more organisations. Each organisation typically represents a division, branch, region, or business unit of the tenant.

• Organisations allow separation of data and operations within the same tenant.
• An organisation can have its own users, roles, and permissions.
• Multiple organisations can exist under a single tenant.

Users across Organisations

• A user belongs to the tenant but can be assigned to one or more organisations under that tenant.
• The same user may access multiple organisations without requiring multiple licenses.
  • Example: If John Smith has access to both Organisation A and Organisation B under the same tenant, he is still counted as one licenced user based on the email address, which is used as the unique identifier.

Login Landing Behaviour – Based on Organisation Access:

Scenario	Organisation Access Status	Landing Behaviour
User has access to only 1 organisation	Enabled	User is taken directly into that organisation.
User has access to multiple organisations, but Org Access is enabled for only 1	Enabled (for one org only)	User is taken directly into that single accessible organisation.
User has access to multiple organisations, and Org Access is enabled for more than 1	Enabled (for 2+ orgs)	User lands in the last accessed organisation (default org). If access to the default org is revoked, the user lands in the alphabetically first organisation.
User has no Org Access	Disabled	User cannot log in to the system until Org Access is granted.

Consistent Login Status for Multi-Org Users:

When a user has access to multiple organisations under the same tenant, their login status behaves consistently across all organisations where Org Access is enabled.

Scenario	Login Status Behaviour
User is active in one organisation (e.g., Org A) and Org Access is enabled in other organisations (e.g., Org B, Org C)	The same status (Active, Idle, or Inactive) is displayed consistently across all organisations where Org Access is ON.
Org Access is disabled in an organisation (e.g., Org B or Org C)	Login status is shown as blank for that organisation.
Org Access is later enabled in Org B or Org C	The previously blank status is updated to reflect the user’s current activity status (Active, Idle, or Inactive) based on their session in the running organisation.

Licencing Model

• Licences are counted at the tenant level, not per organisation. This means the number of active users under the tenant (regardless of how many organisations they belong to) determines license usage.
  • For example, if Org A and Org B, each have 5 users and belong to the same tenant with 10 licences, they collectively share the licence pool.

Navigating to the User Management Screen:

• Navigate to the main header bar, click on the Settings drop-down menu, and select User Management.

User Management – Users

Actions to perform on the screen:

• Click on the (+) button to invite a user to the application.

Recommend Reading: How to invite a user and what the initial steps to learn, click here: Invite Employee.

• Search: Provides a quick and efficient way to locate user accounts within the system. You can search by name, email, or other user attributes.

• Audit Log: Shows a common history of all the users by navigating to the Audit Log section.
• Refresh Button: Allows you to refresh the page and update the users’ listings in real-time.

Indicators based on organisation(s) per tenant:

These indicators are calculated for one or more organisations within a tenant.

• Current Package: Indicates the user's active subscription tier – Bronze, Silver, Gold or Platinum.

You will see the menus and submenus in the application based on the pricing package you selected and configured by the XeopleRecruit backend team during account creation.

• Current Licence Plan: Will show you the selected licence plan. We have two licence plans running in the system right now: Per User and Concurrent User Licence plan explained below.

• Per User Licence Plan: The license count is based on the total number of users who have been granted organisation access. You can create N number of users in the system with organisation access turned off.
  • Example: If you purchase 10 licences, you can give organisation access to only 10 users.
  • If the system has more than 10 users created, only the users with assigned organisation access (up to the licence limit) can log in.
• Concurrent User Licence Plan: The license count is based on how many users are logged in at the same time. The organisation access can be on for N number of users.
  • Example: If you purchase 10 licences, any 10 users can log in at once, even if you have 50 or more users with organisation access on. If an 11th user tries to log in, they must wait until one of the logged-in users logs out.

• •  Included Licences (Total User Licence Purchased): Is the total number of licences purchased under the selected plan.
  • Licence Usage: Number of licences consumed to the total licence purchased.
  • Users with  Organisation Access: These are users who have been granted  organisation   access and can log in to the system at any time. They may have access to one or more organisations.

• User Status Types (Tenant-Level)

This section explains how users are categorised as Active, Idle, or Inactive across all organisations they belong to within a tenant.

• • Active Users (Logged in – seen within the last hour) (Green): A user is considered Active if they have performed any activity in the system within the past 59 minutes, in any organisation(s) they belong to under the tenant.
    • Example: User A is part of Org 1 and Org 2. Inactive in Org 1 for 70 minutes but was actively working in Org 2 for 52 min. Result: User A is counted as Active at the tenant level.
  • Idle Users (Logged in – seen over an hour ago) (Orange): A user is considered Idle if they are logged in but have not performed any activity in any organisation within the tenant for 60 minutes or more.
    • Example: User B is part of Org 1 and Org 3. Haven’t performed any action in both organisations for 65 minutes. Result: User B is considered Idle at the tenant level.

• • Inactive Users (Logged Out) (Grey): A user is considered Inactive (Logged Out) if they have  organisation  access but are not currently logged into the system in any of the organisations.
    • Example: User C is a provisioned user in Org 1, Org 2, and Org 3. Not logged in anywhere right now. Result: User C is marked as Inactive.)
• You will see a list of user(s) for a particular organisation, sorted by the latest sign-in date and time for each user who has signed in.
• Clicking the Bulk Logout Ideal User(s) button will log out all users currently in Idle status, moving them into the Inactive Users list.

Licence Plans:

The system supports two licensing models, each with distinct rules for managing user access.

1. Per User Licence

• Licence Usage Formula: Number of User(s) with Organisation Access / Total Licences Purchased. 

• • Example:  If your tenant has purchased 20 licences and 15 users have been granted Organisation Access, your licence usage is: 15 / 20. 

2. Concurrent Licence

• Licence Usage  Formula: (Active Users + Idle Users) / Total Concurrent Licences.

• • Example: If 20 concurrent licences are purchased, and 10 users are currently active while 4 are idle, then licence usage is: (10 + 4) / 20 = 14 / 20.
  • Key Point: Once the limit is reached, additional users will not be able to log in unless someone logs out or is automatically logged out due to inactivity.

Actions to perform under the three-dot against a user:

• View User: Lets you view details of a user.
• Edit: Lets you update the user’s details.
• Audit Log: Help you see details of a particular user by navigating to the audit log screen.
• Re-invite User: If user have not logged in at all u can send re-invite by checking the Last sign in column status.

Organisation Access Toggle

In the User column, the Organisation Access option appears as a toggle button.

• Enabled: Grants the user access to the application.
• Disabled: Blocks the user from accessing the application.

This toggle plays a key role in controlling user access under both Per User and Concurrent User licence plans.

User Activity Status and Logout Options underthree-dot:

Scenario	Last Seen	Login Status	Logout Option Availability
Active Now	Just now	🟢 Active (Green)	Can be logged out individually via the three-dot menu.
Active – Away	Away for more than 5 min	🟢 Active (Green)	Another user can log them out individually via the three-dot menu → status changes to Inactive.
Idle	60 minutes or more (1 hour ago, etc)	🟠 Idle (Orange)	Can be logged out individually via the three-dot menu or using Bulk Log Out Idle Users. Admin can log out these users.
Inactive (Offline)	Shows last activity time	⚪ Inactive (Grey)	Logout not applicable.
Access Revoked	Shows last activity time	⬜ Blank	Logout not applicable.
Self-logout via list	–	–	Users cannot log themselves out from the User Management screen.
Closing the browser	–	Session continues	Does not end the session. User is auto-logged out after 10 hours.

Users Grid Features:

Filters

Kendo filters are available for every column for precise control.

Related Articles:

X.1 - Enhancements

Application Roles and Authorisation

User Access Requests

Back to Top