User Management
In Cakewalk’s User Management, Admins and Managers can oversee users and access, with integrated metadata, roles, categories, app access, and group membership for an identity-aware directory.
👥 Who It Applies To
Admins
Admins have full control of all users in your organization. They can sync and edit records, manage roles, on/offboard users and oversee app access.
Manager
They can manage and edit the records of their own reports but cannot make organization-wide changes to users.
📖 Key Concepts
User Overview: Central place to view and manage all users in Cakewalk.
Sources: Users can come from HRIS, IdP, integrations or manual invites.
Roles: Define what permissions a user has within Cakewalk (User, Admin, General Manager).
Statuses: Define whether a user is governed, visible, and able to act (Discovered, Active, Ignored, Offboarding, Deactivated). See the User Data Model for details.
Joiner–Mover–Leaver (JML): Automates lifecycle changes incl. onboarding, role/team/department moves and offboarding.
Merging: Combines duplicate records (e.g., one discovered via login, one synced from HRIS) into a single identity.
App Access: Shows all apps a user has access to and allows granting/removing access directly.
💡Why this matters: User Management ensures your directory reflects reality. No duplicates, no stale accounts and accurate lifecycle governance.
🛠️ User Management Workflows
Import & Sync Users
Navigation: Settings → Data sources.
Actions:
Connect HRIS or IdP to import users (supports 100+ systems).
Users sync automatically every 2 hours to trigger JML updates.
Option to manually invite users not part of connected systems.
Who can do this:
Admins can connect systems and import/sync all users.
Managers can only manually invite their own reports.
View & Edit User Details
Navigation: User overview → contextual menu → Edit user.
Actions: Edit Name, Manager, Team, Category, Email, Aliases.
Who can do this:
Admins for all users.
Managers for their own reports.
Manage User Roles
Navigation: User overview → contextual menu → Edit user.
Actions: Change a user’s designated role.
Reference: Read more about roles & permissions here.
Who can do this: Only Admins.
Manage User Status
Definition: Status controls whether a user is governed, visible, and able to act. See the User Data Model for details.
Navigation: User overview → contextual menu.
Actions: Transition users between statuses (e.g., Discovered, Active, Ignored, Offboarding, Deactivated).
Who can do this:
Admins can set or transition any status.
Managers can only trigger onboarding/offboarding for their reports.
Joiner–Mover–Leaver (JML)
Navigation: User overview.
Actions:
Joiner: Onboard automatically via HRIS/IdP or manually via New user.
Mover: Update access automatically when role/team/department changes.
Leaver: Trigger offboarding workflows and revoke access.
Reference: Read more about JML here.
Who can do this:
Admins for the entire org.
Managers only for their reports.
Merging Users
Navigation: User overview → contextual menu → Merge user.
Actions: Merge duplicate records so data, aliases, and access history are combined into one primary identity.
Outcome: Retains one primary user; other emails become aliases.
Benefit: Prevents duplicate tasks, misrouted requests, incomplete reviews.
Who can do this: Only Admins.
Manage App Access
Navigation:
To assign: User overview → contextual menu → Assign app(s).
To remove: User overview → select user → Access table → remove app directly.
Actions: Grant or remove app access for users.
Visibility: View all assigned apps in the User overview.
Auditing: All changes logged for compliance.
Who can do this:
Admins for all users.
Managers only for their reports.
📋 User Management Actions at a Glance
Import & Sync Users
Admins, Managers
Admins connect HRIS/IdP to import and sync users every 2 hours. Managers can manually invite their own reports.
Keeps directory up to date and triggers JML events promptly.
View & Edit User Details
Admins, Managers
Edit name, manager, team, email, aliases. Admins for all users; Managers for their reports only.
Ensures user data stays accurate and organizational context is reflected.
Manage User Roles
Admins only
Change a user’s designated role.
Controls permissions framework consistently across Cakewalk.
Manage User Status
Admins, Managers
Transition between statuses (Discovered, Active, Ignored, Offboarding, Deactivated). Managers can only trigger onboarding/offboarding for reports.
Defines whether a user is governed, visible, and able to act.
Joiner–Mover–Leaver (JML)
Admins, Managers
Automates onboarding, role/team/department changes, and offboarding. Managers can only apply to their reports.
Ensures lifecycle changes are reflected consistently and least privilege is enforced.
Merge Users
Admins only
Merge duplicate user records into a single identity with aliases.
Prevents duplicate tasks, misrouted requests and incomplete reviews.
Manage App Access
Admins, Managers
Assign or remove apps per user. Admins for all users; Managers for their reports.
Centralizes app access, supports audits, and enforces governance policies.
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