Who this guide is for: System administrators – Requires ‘System Admin’ role and Custom Views permission
Overview:
This guide explains how to create a Custom User View, allowing you to define exactly which users appear in lists and reports based on groups, templates, authorisation relationships, or specific individuals.
How Custom User Views Work:
Custom User Views let you build reusable filters that limit visibility of users in features like Admin panels, calendars, and reports. You can base a view on group membership, template assignment, reporting lines, leavers, or individual selections.
How to Set Up a Custom User View:
- Go to Admin tools > Admin panel > System > Custom User Views.
- Click + Add New at the top of the page.
- Enter a Name for the view and click Save.
- Configure your filter criteria by choosing one or more of:
- Specify Groups: Include users in selected Group Types (e.g. Location, Team) or choose My Own for the user’s own group.
- Specify User Templates: Include users assigned to selected templates.
- Include Authorisers/Self/Reportees/Leavers: Add the user’s authoriser, themselves, their reportees (direct or alternative), and any leavers in those groups/templates.
- Specify Individuals: Search and add specific users by name.
- Review the Included Users list; click Remove beside any individual you wish to exclude.
- Click Save at the top of the page to finalise your Custom View.
How to update a Custom user view:
- Go to Admin tools > Admin panel > System > Custom User Views.
- Locate and edit the view you wish to update.
- Update your filter criteria by choosing one or more of:
- Specify Groups: Include users in selected Group Types (e.g. Location, Team) or choose My Own for the user’s own group.
- Specify User Templates: Include users assigned to selected templates.
- Include Authorisers/Self/Reportees/Leavers: Add the user’s authoriser, themselves, their reportees (direct or alternative), and any leavers in those groups/templates.
- Specify Individuals: Search and add specific users by name.
- Review the Included Users list; click Remove beside any individual you wish to exclude.
- Click Save at the top of the page to finalise your Custom View.
Additional Information:
- Custom User View: A saved filter dictating which users are visible in various system areas.
- Custom Views permission is required to create or edit these filters.
- Save is always at the top of the page in the Custom Views area.
- Warning: If you select My Own for a group, the included users are contextual and won’t display in the preview list.
- Tip: Combine multiple criteria to build precise visibility rules.
- Use the search function within the platform to quickly find features or settings.