User Management
Comprehensive Guide to Managing Users
The User Management section allows Organization Admins and authorized personnel to manage all users within their Milemarker instance. From this interface, you can view all users, create new accounts, modify existing profiles, and control access permissions across your organization.
- Navigate to Users in the main navigation menu
- Select List to view all users in your organization
- The Users list displays all accounts with their current status, role, and creation date
The Users List provides a comprehensive view of all user accounts. The list displays the following information for each user:
| Field | Description |
|---|---|
| Id | Unique identifier for the user account |
| First name | The user's first name |
| Last name | The user's last name or surname |
| The email address associated with the user account (used for login) | |
| Status | Current account status: Active or Pending Invite |
| Role | The permission level assigned to the user |
| Team | The team assignment for the user (if applicable) |
| Created at | The date and time when the user account was created |
Additional actions available from the Users List:
- Activities – View the user's activity history and audit trail
- Impersonate – Log in as the user to troubleshoot or assist with their experience
Milemarker supports a hierarchical role system that controls access to features and data within the platform. When creating or editing a user, you must assign one of the following roles:
Organization Admin
Full AccessFull administrative access across the entire organization. Can manage all users, settings, integrations, and data. Highest permission level.
Office Admin
Office ScopeAdministrative access scoped to a specific office. Can manage users and settings within their assigned office.
Firm Admin
Firm ScopeAdministrative access scoped to a specific firm. Can manage users and settings within their assigned firm.
Senior Advisor
ElevatedElevated advisor permissions with access to additional reporting and client management features.
Advisor
StandardStandard advisor access for managing assigned clients and viewing relevant reports.
Client
Portal OnlyClient portal access only. Limited to viewing their own account information, documents, and reports shared by their advisor.
Click "New user"
Click the "New user" button in the top-right corner of the Users List.
Complete Required Fields
Fill in the user creation form with all required information.
Assign Role and Organization
Assign the appropriate role and organizational assignments (Office, Firm).
Save Changes
Click "Save changes" to create the account.
The Edit User page allows you to modify all aspects of a user's account. To access this page, click on any user row in the Users List.
Personal Information
- First name (required) – The user's first name
- Last name (required) – The user's last name
- Email (required) – The email address used for login and communications
- Phone number – Contact phone number for the user
Location
The Location section stores the user's physical address. All fields are optional and include Address 1, Address 2, City, State, Zip code, and Country.
Profile Photo
Users can have a profile photo associated with their account. Drag and drop an image file into the designated area or click "Browse" to select a file from your computer. Click "Save Changes" to apply the new photo.
Password Management
Administrators can set a password directly for a user, or use the "Send Password Setup Email" button to send the user an email with a secure link to set their own password. This is the recommended approach for security.
Status and Role Assignment
The right sidebar contains important account settings:
- Status – Set to Active or Pending Invite. Active users can log in immediately.
- Roles (required) – Select the appropriate permission level from the dropdown
- Office (required) – Assign the user to a specific office within your organization
- Firm (required) – Assign the user to a specific firm
- Milemarker ID – Link this user to an existing Milemarker user account if applicable
- Timezone (required) – Set the user's timezone for accurate scheduling and timestamps
Custom Entitlements
The Entitlements section allows you to add custom key-value pairs that can be used for access control, feature flags, or other custom configurations. Click "Add row" to create a new entitlement, then enter a Key and Value pair.
Workflow Properties
The Workflow Properties section contains settings related to workflow access:
- Turn ON Support Access – Enable this toggle to allow Milemarker support team members to assist this user with workflow-related issues
Milemarker provides tools for managing multiple users at once:
Bulk Update Users
Click the "Bulk Update Users" button to modify settings across multiple user accounts simultaneously. Useful for updating roles, status, or organizational assignments for groups of users.
Import Users
Click the "Import Users" button to add multiple users from a CSV file. This feature streamlines onboarding when you need to create many user accounts at once.
When viewing a user's profile, several additional actions are available in the header:
-
Impersonate – Log in as this user to see exactly what they see. Useful for troubleshooting or providing support.
-
Delete – Permanently remove the user account. This action cannot be undone.
-
Send Password Setup Email – Send an email to the user with a secure link to set or reset their password.
- Use the "Send Password Setup Email" feature rather than setting passwords manually to ensure security
- Assign the minimum role necessary for each user's job function (principle of least privilege)
- Regularly audit user accounts to remove inactive users and verify role assignments
- Use the Import Users feature for onboarding multiple users to ensure consistency
- Ensure all users have the correct Office and Firm assignments to maintain proper data segregation
- Set the correct timezone for each user to ensure accurate timestamps on activities and reports