Overview
This article explains how Admins can manage users in the WriteSea Admin Portal. You can view all users, track their activity, filter and search records, add new users individually or in bulk via CSV, and download user reports for analysis.
Each user represents a job seeker (student/alumni) enrolled in your institution’s WriteSea platform.
How the Users Module Works
The Users module provides a centralized view of all users in your institution. Because user data may include activity history, job tracking, and onboarding status, the system allows you to filter and manage users efficiently.
Admins can:
- View all registered users
- Track onboarding and activity status
- Filter users by engagement and hiring stage
- Add users individually or via CSV upload
- Download user reports for offline analysis
1. Access the All Users Page
To access the Users module:
Navigation:
Sidebar → All Users
Page Header Options
At the top of the page, you will see:
- Download Report → Export user data for reporting and analysis
- Add New User → Add a single user or upload users in bulk
2. View and Filter Users
The Users table displays all enrolled users in your institution.
Table Columns
| Column | Description |
|---|---|
| Name | Full name with email displayed below |
| Status | Shows user state (Invited / Active) |
| Date Added | Date the user was added |
| Last Login | Last time the user accessed the platform |
Filtering Options
You can refine user results using:
- Search by name or email (real-time search)
- Status filters:
- All (Except Deactivated)
- Active
- Invited
- Deactivated Users
- Staff assignment:
- Staff Assigned
- No Staff Assigned
- Hiring Stage:
- Bookmarked
- Applied
- In Interviews
- Offer Received
- Hired
- Sorting by:
- Created Date
- Last Login Date
Pagination
At the bottom of the table, you can:
- Change rows per page
- Navigate between pages using Next / Previous
3. View User Profile Details
Click on any user’s name to open a side panel with detailed information.
For Invited Users
You will see:
- Name and email
- Invitation status
- Date invited
- Option to resend invitation
For Active Users
You will see:
- Last active date
- Date added
- Assigned staff member
- Highest hiring stage reached
- Groups assigned
- Number of contacts
- Job tracking activity
- Offer negotiation activity
- Most applied job title
- Job preparation details
Profile Tabs
- Onboarding responses
- Interview activity
- Job tracker
- Resume & cover letters
- Career goals
4. Add a Single User
To add one user:
- Go to All Users → Add New User
- Select Create User
- Enter:
- First Name
- Last Name
- Email Address
- Click Add User
The user will:
- Receive an invitation email
- Appear in the Users list as Invited
- Move to Active once onboarding is completed
5. Bulk Upload Users (CSV Import)
For large groups, you can upload users using a CSV file.
Step 1: Download Template
Click Download Template to get the required CSV format.
Step 2: Fill the File
Required columns:
- First Name
- Last Name
- Group IDs (optional)
Important Rules
- Email must be unique
- Existing emails will update user data (not duplicate)
- Group IDs must be copied from the Groups table
- Multiple Group IDs must be comma-separated inside quotes
Example:"group1,group2,group3" - Maximum file size: 10 MB
Step 3: Upload File
- Drag and drop the CSV OR upload via file browser
- Click Upload Users
Step 4: Monitor Progress
After upload:
- Users are processed in real time
- A counter shows total users added
- No page refresh is required
6. Bulk Upload Instructions (In-App Help)
Inside the Import tab, you will also find expandable instructions covering:
- Template format rules
- Email uniqueness behavior
- Group assignment rules
- File requirements
Click Read more to expand details.
7. Key System Behaviors
| Behavior | Description |
|---|---|
| Invitation Flow | Users receive an email after creation and remain “Invited” until onboarding is complete |
| Duplicate Emails | Existing users are updated instead of duplicated |
| Real-Time Updates | User counts update instantly after import |
| Send Reminder | Admins can resend invitation emails |
| Download Report | Exports full user list for reporting |
8. Download User Report
Click Download Report to export the full user list.
The report includes:
- User details
- Status
- Activity data
- Hiring stage
- Group assignments
Reports are generated in the background and may take a few moments.
9. Key Notes for Admins
✔ Users are added via single or bulk upload
✔ Invitations are sent automatically
✔ Users remain “Invited” until onboarding is complete
✔ Duplicate emails update existing records
✔ Reports can be downloaded anytime
✔ Group IDs must be copied from the Groups section
Conclusion
The Users module provides a complete system for managing institution users in WriteSea. It enables Admins to efficiently track user onboarding, activity, and career progress while supporting both small and large-scale user management workflows.