Managing Existing Users – Valkre

Help Guide

User Settings

User Network » Settings: Editing and Managing a User Record

Overview

The User Settings screen is where administrators view and manage the details of an individual user record. From here you can update profile information, assign a role and user type, manage login access, and remove a user from the platform entirely.

To reach the User Settings screen:

Navigate to the User Network page (people icon in the top navigation bar).
Click any user’s name in the Dashboard or Access Status tab to open their record.
Click the actions dropdown on their record, then select Settings.

Page Layout at a Glance

Area	Description
Left sidebar	Three navigation sections: General (profile and access), Picture (profile photo), and Notifications (email preferences).
General Settings	The main form for editing the user’s profile fields, role, and user type.
Manage Access	Controls for viewing login status and taking access actions (Remove Access, Send Password Email, Delete).
Update button	Saves any changes made in the General Settings form.
View Public Profile	Opens a read-only view of how this user’s profile appears to others in the platform.

General Settings

The General Settings section contains all profile and configuration fields for the user. Fields marked with a blue asterisk (*) are required.

Field	Required	Description
First Name	Yes	The user’s first name as it appears in the user list, customer records, and throughout the platform.
Last Name	Yes	The user’s last name.
Email	Yes	The user’s login credential for Valkre (unless SSO is enabled). Must be unique across all users.
Title	No	The user’s job title. Displayed in the user list and on their public profile.
Phone	No	The user’s phone number. Stored on the profile for reference.
Company	No	The user’s company or organization name.
Reports To	No	A dropdown linking this user to their manager or supervisor. Used for reporting hierarchy and coaching workflows. Defaults to None.
External ID	No	A reference ID from an external system (e.g., CRM or HR platform). Used for data sync and deduplication.
Extended ID	No	A secondary organizational identifier for this user, if applicable.
Role	No	The Valkre role assigned to this user. Controls which modules, features, and dashboard widgets they can access. Select from configured roles via the dropdown.
Type	No	The user type assigned to this user. Helps with higher-level reporting and user segmentation.

TIP

Always assign a Role before the user logs in for the first time. Without a role, the user may see a blank or limited interface.

Saving Changes

After editing any field in General Settings, click the Update button in the top-right corner of the section to save. Changes take effect immediately — no page reload is required.

NOTE

Changing a user’s email address updates their login credential. Notify the user of the change so they can log in with their new email address.

Sidebar Navigation

The left sidebar provides access to three sub-sections of the user’s settings.

Sidebar Item	Description
General	The default view. Contains General Settings (profile fields, role, type) and Manage Access (login status and access controls).
Picture	Upload or update the user’s profile photo. Photos appear as the user’s avatar in the User Network list and throughout the platform.
Notifications	Configure which email notifications this user receives from Valkre (e.g., task assignments, interaction reminders, plan updates).

Manage Access

The Manage Access section sits below General Settings on the General tab. It shows the user’s current login status and provides three action buttons for managing their access to Valkre.

Login Status

The Login Status indicator shows the user’s current access state at a glance, using the same status icons visible in the Access Status tab.

Icon	Status	Meaning
Green checkmark	Active	The user is active and has logged in to Valkre.
Gray circle	Not Logged In	The user exists in the system but has never logged in.
Red exclamation	Over 365 Days	The user has not logged in for over 365 days.
Yellow	Over 90 Days	The user has not logged in for over 90 days.

Action Buttons

Remove Access	Send Password Email	Delete
Removes the user’s ability to log in to Valkre. The user record is retained and they will still appear in assignment dropdowns (e.g., account ownership, tasks). Use this when a user leaves the organization or no longer needs access.	For non-SSO users only. Sends the user an email with a link to set or reset their Valkre password. Use this when a new user has not received their welcome email, has forgotten their password, or needs to be re-activated.	Permanently removes the user from Valkre. Their historical work, activity, and assignments are retained in the system, but they lose all access and cannot be assigned to new records. This action cannot be undone.

NOTE

Remove Access and Delete behave differently. Remove Access keeps the user in the system (available in dropdowns) but blocks login. Delete removes the user entirely but retains their historical data. When in doubt, use Remove Access rather than Delete.

WARNING

The Delete action is permanent and cannot be undone. Only delete a user if you are certain their account is no longer needed. If there is any chance they may return or need to be referenced, use Remove Access instead.

Common Tasks

Updating a User’s Role

1	Open the User’s Settings Navigate to User Network and click the user’s name. Select Settings from the actions dropdown.

2	Change the Role In General Settings, locate the Role dropdown. Select the new role from the available options.

3	Save Click Update in the top-right corner of the General Settings section. The new role takes effect immediately. (a user may have to hit refresh or log out and then back in)

Removing a User’s Access

1	Open the User’s Settings Navigate to User Network and click the user’s name. Select Settings from the actions dropdown.

2	Remove Access Scroll to the Manage Access section at the bottom of the General tab. Click Remove Access (black button). Confirm the action if prompted. The user’s Login Status will update and they will no longer be able to log in.

NOTE

The user will still appear in assignment dropdowns after access is removed. Their existing account plan data, interactions, and notes are unaffected.

Resending a Password / Welcome Email

1	Open the User’s Settings Navigate to User Network and click the user’s name. Select Settings from the actions dropdown.

2	Send Password Email Scroll to the Manage Access section. Click Send Password Email (blue button). Valkre will email the user a link to set or reset their password. Ask the user to check their spam or junk folder if they do not receive it.

TIP

Send Password Email is for non-SSO users only. If your organization uses Single Sign-On, do not use this button — direct the user to log in through your SSO provider instead.

Uploading a Profile Picture

1	Open the User’s Settings Navigate to User Network and click the user’s name. Select Settings from the actions dropdown.

2	Go to Picture Click Picture in the left sidebar.

3	Upload a Photo Click the upload area or drag and drop an image file. Crop or adjust the image as prompted. Save to apply the new profile photo. The photo will appear as the user’s avatar in the User Network list and throughout the platform.

Best Practices

Always assign a Role before a user logs in for the first time. A user without a role will have a blank or limited platform experience.
Use the Reports To field to build your management hierarchy. This enables coaching dashboards and manager-level reporting to work correctly.
Use Remove Access instead of Delete when offboarding users. It preserves their record in assignment dropdowns and protects historical data integrity.
Keep email addresses current. The email field is the user’s login credential (and should match what you have on file for SSO, if applicable) — an outdated email means they cannot log in.
Review the Login Status indicator regularly. Users showing Over 365 Days or Not Logged In are candidates for access review or deactivation.
Use Send Password Email for new users who report not receiving their welcome email before escalating to a support ticket.

Frequently Asked Questions

What is the difference between Remove Access and Delete?

Remove Access blocks the user from logging in but keeps their record in the system — they remain visible in assignment dropdowns and their historical data is fully intact. Delete removes the user entirely; their history and assignments are retained, but they can no longer be assigned to new records and their account cannot be restored. Always prefer Remove Access when offboarding.

Can I undo a Delete?

No. Deleting a user is permanent and cannot be undone through the platform. You can readd the user, but it will not retain any of their old data. This is why Remove Access is the recommended approach for offboarding — it is fully reversible.

Can a user edit their own settings?

Yes. Users can update their own profile information (name, title, phone, picture, notifications) by clicking their name or avatar in the top-right corner of Valkre. However, they cannot change their own Role, Type, or access settings — those are administrator-only fields.

What does “Reports To” do?

The Reports To field links the user to their manager in Valkre’s hierarchy. This drives manager-level coaching dashboards, plan review workflows, and certain leading indicator reports. If left as None, the user will not appear in any manager’s team view.

Will removing access affect the user’s existing account plans or data?

No. Removing access only blocks login. All account plans, interactions, notes, and assignments the user created or is associated with remain fully intact and visible to other team members.

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