User Onboarding Workflow

This workflow describes how new users are added to G4mify and get set up for their first login.

flowchart TD
    A["Admin creates user account
(name, email, role)"] --> B["System sends invite email
with secure token (30-day expiry)"]
    B --> C["User clicks invite link"]
    C --> D["User sets password
(12+ chars, special char required)"]
    D --> E["User logs in for the first time"]
    E --> F{"Role?"}
    F --> |"IC"| G["Admin assigns a Manager"]
    F --> |"Manager"| H["Admin assigns ICs to manage"]
    F --> |"Admin"| I["Full access granted"]
    G --> J["User appears on
team and leaderboard"]
    H --> J
    I --> J

    style A fill:#e0e7ff,stroke:#4f46e5,color:#1e1b4b
    style B fill:#fef3c7,stroke:#d97706,color:#78350f
    style D fill:#e0e7ff,stroke:#4f46e5,color:#1e1b4b
    style E fill:#d1fae5,stroke:#059669,color:#064e3b
    style J fill:#bbf7d0,stroke:#16a34a,color:#14532d
  

Step-by-Step

1. Admin creates the user — enters name, email, and role (Admin, Manager, or IC) in the User Management page. Can also use CSV bulk import.
2. System sends invite — an email with a secure invite link is sent to the user. The link expires after 30 days.
3. User sets password — clicking the link takes the user to a page where they set their password. Requirements: at least 12 characters, one uppercase, one lowercase, one number, one special character.
4. First login — the user logs in at g4mify.net and lands on their role-specific dashboard.
5. Admin configures relationships — for ICs, the Admin assigns them to a Manager. For Managers, the Admin assigns ICs they'll manage.
6. Ready to go — the user now appears on their team roster and the leaderboard.

Bulk Onboarding

For onboarding many users at once, Admins can use CSV import:

• Prepare a CSV file with columns: Name, Email, Role, Manager, Team
• Upload via the Users page > "CSV Import" button
• Map CSV columns to G4mify fields
• Review the preview and confirm import
• Invite emails are sent automatically to all new users

Account Security

• Lockout — after 5 failed login attempts, the account is temporarily locked for 15 minutes
• Password reset — users can reset via the login page; Admins can also generate a temporary password
• Account deactivation — Admins can deactivate accounts for users who leave the organization