1. Introduction
This guide provides step-by-step instructions for managing users in Rhythms, ensuring your team has the right access to contribute to and track OKRs effectively. Proper user management is essential for maintaining your organization’s OKR structure, whether you’re importing users during onboarding, adding new users, or editing existing ones.
As an admin, you can use the Rhythms admin portal to oversee user accounts, roles, and permissions. If SCIM integration is enabled, it automates provisioning for seamless user management. Follow this guide to keep your user list up-to-date and secure, supporting your team’s OKR journey.
Note: This feature is available only to admins.
2. What is User Management in Rhythms?
User management in Rhythms allows admins to control who has access to the platform, assign appropriate roles (e.g., Rhythms Admin, Member), and ensure former team members no longer have access. You can manually add, edit, or remove users via the admin portal, or automate user provisioning with SCIM if integrated with your Identity Provider (IdP). A critical aspect of this is managing the transition of work and data, such as Objectives and Key Results (OKRs), when an employee's access is terminated. This guide also touches upon how administrators can handle OKRs assigned to these deactivated users.
3. Benefits of User Management
Efficient Access Control: Assign roles to ensure users have the right permissions for their responsibilities.
Seamless Onboarding: Import users from tools like Viva Goals or automate provisioning with SCIM for a smooth transition.
Enhanced Security: Deactivate or delete users to prevent unauthorized access by former team members.
4. Prerequisites
Before you begin:
You must be a Rhythms Administrator to access the admin portal and manage users.
If using SCIM for automated provisioning, ensure it’s set up with your IdP (see the SCIM Setup Guide).
For user imports from Viva Goals, ensure you have access to your Viva Goals data during onboarding.
5. How to Manage Users in Rhythms
Follow these steps to manage users effectively:
Importing Users from Viva Goals During Onboarding
When migrating from Viva Goals to Rhythms, you can import users during the onboarding process. Users will be automatically created in Rhythms as part of importing Viva Goals user data into Rhythms (see the Viva Goals Import Guide):
During setup, you’ll be prompted to import users from Viva Goals.
All existing OKR users will be automatically imported with their associated data (e.g., roles, information).
Historical user data will transfer seamlessly, ensuring continuity in your OKR journey.
Note: Importing users from Viva Goals eliminates the need to manually recreate accounts, saving time during migration.
Access User Management in the Admin Portal
Log in to Rhythms as an admin using your credentials.
Navigate to the admin portal by clicking "Admin" in the main menu.
In the left navigation bar, locate and click on "Users."
You’ll see a list of all users in your organization, with tabs for "Active" and "Deactivated" users, showing their roles, email addresses, and account creation source.
Add New Users Manually
If SCIM is not enabled, you can add users directly:
Click the "+ Add" button in the top right corner of the Users page.
Fill out the form with the user’s details. You can add multiple users at the same time.
Save the form by clicking "Add" button.
Tip: Assigning the correct role is critical, as it determines the user’s permissions. For example, only "Rhythms or OKR Admin" users can access administrative functions. Please review Rhythms OKR Roles and Permissions guide.
Manage Existing Users
In the user list, you can edit user information or deactivate a user by clicking on the three dots next to the user.
Edit a User: Choose the 'Edit' option to modify the user’s role or manager.
Deactivate a User: Deactivating a user removes their access to RhythmsAI without deleting their account or their assigned Objectives and Key Results (OKRs) . OKRs will remain assigned to the deactivated user profile until an administrator takes further action.
If SCIM is enabled, user deprovisioning (deactivation) is typically automated via your IdP when an employee is terminated in your system. If SCIM is not used, an admin must perform this deactivation manually.
Once a user is deactivated, it is important for administrators or managers to review and manage any OKRs still assigned to them. These can be found using the "Owner" filter in the OKR views, by selecting the "inactive user" option or searching for the specific deactivated user's name. For detailed instructions on filtering OKRs, please see the "Mastering Filters in Rhythms for Focused OKR Management" guide.
Actions on these OKRs may include reassigning them to a new owner, closing them if completed or no longer relevant.
User Experience with Manual and SCIM-Based Management
Manual Management: Users added manually can log in immediately after setup (if SSO is enabled) and will have access based on their assigned role.
SCIM Integration: If SCIM is enabled, users are automatically provisioned when assigned to Rhythms in your IdP, with profiles synced (e.g., email, name). Access is revoked instantly when unassigned.
Role-Based Access: Roles like Rhythms Admin, Member, or Read-Only User determine what actions users can perform, ensuring secure and efficient OKR management.
6. Best Practices for User Management
Leverage SCIM for Automation: If your organization uses an IdP, enable SCIM to automate user provisioning and reduce manual effort (see the SCIM Setup Guide).
Regularly Review User Access: Periodically check the user list to deactivate or delete accounts of former team members, maintaining security.
Assign Roles Thoughtfully: Ensure roles align with responsibilities (e.g., limit "Rhythms Admin" to trusted users) to prevent unauthorized access to admin functions.
Establish an offboarding process for OKRs: Develop a standard procedure for reviewing and transitioning OKRs when an employee is deactivated. This should include using the Owner filter (as described in the OKR filtering guide) to find OKRs assigned to inactive users and determining whether to reassign, close, or update them to ensure continuity and accountability.
7. Frequently Asked Questions (FAQ)
Q: Can I manage users without SCIM?
A: Yes, you can manually add, edit, or remove users via the admin portal. However, SCIM automates this process for efficiency—see the SCIM Setup Guide to set it up.
Q: What happens when I deactivate a user?
A: Deactivating a user removes their access to RhythmsAI without deleting their account or their assigned OKRs. Their OKRs remain assigned to their (now inactive) profile. You can reactivate them later if needed. Administrators will need to use the filter functions in the OKR section to locate and manage these OKRs (e.g., reassign or close them).
Q: How does SCIM affect manual user management?
A: If SCIM is enabled, users are automatically provisioned or deprovisioned via your IdP, overriding manual changes. You can still edit roles in Rhythms as needed.
Q: What roles can I assign to users?
A: Roles include Rhythms Admin, Member, Read-Only User, Delegate, and more. See the Roles and Permissions Guide for details.
Q: What should I set up after managing users?
A: Ensure SSO is enabled for secure logins and SCIM is set up for automated provisioning. See the Enterprise Identity Management Overview for more details.
Q: How do I find OKRs belonging to an employee who has left the company?
A: Administrators can find OKRs assigned to deactivated (terminated) employees by using the "Owner" filter in the OKR views. You can either select a general "inactive users" option or search for the specific former employee by name. Refer to the "Mastering Filters in Rhythms for Focused OKR Management" guide for detailed steps.