As part of our ongoing updates, we are gradually changing the term "Member" to "User" and "Employee ID" to "User ID" within our help pages. If your screen still displays "Member" or "Employee ID," please read them as "User" or "User ID" while using this help guide. For more details on the background of this change, please check this announcement.
This page explains the User Profiles screen in Josys.
Overview
This page explains the User Profiles screen in Josys.
For instructions on how to manage user profiles, please refer to the following article.
Reference: About User Profiles
Target Audience
IT Administrators
Screen Overview
Below are explanations of the User List screen in User Profiles,
and the User Details screen that opens when you click on a user in the list.
User List Screen
Screen Features
The following table explains the screen elements corresponding to the numbers in the screenshot.
| No. | Item | Description |
|---|---|---|
| ① | Tabs |
These tabs are located below the "Users" heading at the top of the User Profiles screen. They allow you to view users with pre-applied filters. By default, five tabs are available. Details for each tab are described below. |
| ② | "More..." button on the right of the tabs |
Allows you to access the "Deleted Users" tab. Users deleted directly in Josys are permanently removed from the system and will not appear in this list. |
| ③ | "Download..." button at the top right |
Allows you to download the user profile data as a CSV file. |
| ④ | "+ Add" button at the top right |
Allows you to register new users. Multiple registration methods are available; please select the one that best suits your needs. |
| ⑤ | Search box at the bottom left of the tabs |
Allows you to perform a partial search of the information in User Profiles by entering keywords. |
| ⑥ | "Filter" on the right side |
Clicking this allows you to filter and view specific user profile information. |
| ⑦ | Icon to the right of the "Filter" button |
Allows you to customize the columns displayed in the user list by showing or hiding specific fields. |
| ⑧ | "Rows per page" at the bottom right |
Allows you to change the number of users displayed per page. You can select 10, 25, 50, or up to 100 users. |
| ⑨ | "Page navigation" at the bottom right |
Allows you to navigate to the next or previous page. If there are more users than the current display limit, use this to view the remaining users. |
Tabs
By default, five tabs are available. Details for each tab are described below.
In addition to the default tabs, you can create custom views based on your preferences and save them as tabs. Saved tabs are shared with all IT administrators. For instructions on creating custom views, please refer to the help page below.
Reference: Using Custom Views
| Tab Name | Description |
|---|---|
| All | Displays all users registered in User Profiles, as well as unmanaged users. |
| Managed Users | Displays only the users registered in User Profiles. |
| Action Required | Displays users who have been offboarded but still have active app accounts or assigned devices, or users who are pre-onboarding/active but have no apps or devices assigned. |
| Status Mismatch | Displays users whose status in Josys does not match their status in the external SaaS tool, when User Profiles is integrated with an external data source. This typically occurs when an account is deleted directly in the external SaaS tool instead of through Josys. Reference: Status Mismatch |
| Unmanaged Users | Displays users who have been detected as a user in an app but are not registered in User Profiles. |
Fields
The following table explains each field in User Profiles.
| Field Name | Description |
|---|---|
| Name/Email | Displays the user's name and email address. |
| User ID | Displays the user's unique User ID. |
| Departments | Displays the department name assigned to the user. |
| Job Title | Displays the user's job title. |
| User Type |
Displays one of the following: 💡 "Other" is commonly used for system accounts or shared accounts.
|
| Status |
Displays one of the following: ⚠️ User statuses do not automatically update based on the "Start Date" or "Last Day." 💡 Only users with the status "Pre-onboarding," "Active," or "On Leave" are counted as billable users in Josys.
Reference: User Billing Policy |
| Apps | Displays app icons if the count is 1 or more. The number indicates the number of app accounts held by the user, and the icons represent those apps. |
| IT Devices | Displays device icons if the count is 1 or more. The number indicates the number of devices assigned to the user, and the icons represent those devices. |
| Start Date | Displays the user's start date. |
| Last Day | Displays the user's last day of employment. |
| Work Location Code | Displays the user's work location. |
| Memo | Displays notes or memos added to the user. |
If you have integrated User Profiles with external SaaS tools, some fields will be populated automatically.
The fields that require manual entry vary depending on the integrated SaaS. Please refer to the help page below for details.
Reference: Integrating with External Systems to Create User Profiles
User Details Screen
Screen Features
The following table explains the elements of the User Details screen (displayed when you click a user in the User List) corresponding to the numbers in the screenshot.
| No. | Item | Description |
|---|---|---|
| ① | User Icon | Displays the profile icon set for the user. |
| ② | User Information |
Displays basic user details to the right of the icon. "Role" indicates the user's administrative privilege level within Josys itself. |
| ③ | Tabs |
These tabs are located below the basic user information. Details for each tab are described below. |
| ④ | Edit Button | Clicking the "+ Edit" button at the top right allows you to edit the user's information. |
| ⑤ | Delete Button |
Clicking the "Delete" button at the top right allows you to delete the user's profile. ⚠️ Users synced via External Data Sources cannot be deleted directly from Josys.
|
| ⑥ | Suspend/Delete Button |
Clicking the "Suspend/Delete" button on the right side allows you to suspend or delete assigned app accounts for this user in bulk. ⚠️ Depending on the integrated app, Josys may not have permission to delete accounts. In such cases, please perform the deletion directly within the respective app.
|
| ⑦ | Provision Account Button |
Clicking the "Provision Account" button on the right side allows you to provision app accounts for this user in bulk. ⚠️ Depending on the integrated app, Josys may not have permission to provision accounts. In such cases, please perform the provisioning directly within the respective app.
|
| ⑧ | Icon on the left of each app row | Clicking this icon allows you to view detailed information retrieved from each app. |
| ⑨ | Three-dot Menu on the right of each app row |
Clicking this icon allows you to manage the account for the selected app or add memos. |
| ⑩ | Rows per page | Located at the bottom of the User Details screen, this allows you to change the number of apps displayed per page. You can select 10, 25, 50, or up to 100 apps. |
| ⑪ | Page navigation | Clicking the "< >" icons at the bottom of the User Details screen allows you to navigate between pages. If there are more apps than the current display limit, use this to view the remaining apps. |
Tabs
The "Apps," "IT Devices," "Basic Info," "Associated IDs," and "App Usage" tabs are available.
Details for each tab are described below.
| Tab Name | Description |
|---|---|
| Apps | Displays a list of apps where the user holds an account. |
| IT Devices | Displays a list of devices assigned to the user. |
| Basic Info | Displays additional user profile details not shown in the main header. |
| Associated IDs |
If an app account is provisioned using an identifier other than the email address, registering that ID here allows you to map it to the app account. Reference: Registering Associated IDs |
| App Usage |
If you have integrated Google Workspace or Microsoft 365, this tab displays the OAuth audit log results for each tool. If the browser extension is installed, it displays the apps detected by the extension. Reference: Microsoft 365 / Google Workspace |
Fields
Apps Tab
| Field Name | Description |
|---|---|
| Name | Displays the name of the app. |
| ID | Displays the ID registered in the app. This is usually an email address, but for apps that use usernames instead of email addresses, the username is displayed. |
| Status |
Displays the account status retrieved from the app. 💡 For details on supported statuses, please refer to the "Account Visualization" column in the Support Range by App.
|
| Role | Displays the role or permission level assigned to the user within the app. |
| Start Date | Displays the manually entered start date for custom apps. |
| Last Active | Displays the date and time when the app was last accessed. |
| Subscription Plan | |
| Memo | Allows you to add and save notes directly within Josys. |
IT Devices Tab
The "+ Assign IT Device" button is displayed on the right. If the user has assigned devices, click this button to link them.
| Field Name | Description |
|---|---|
| Asset No. | Displays the asset number of the IT device assigned to the user. |
| Device Models | Displays the model of the IT device assigned to the user. |
| Device Name | Displays the name of the IT device assigned to the user. |
| Manufacturer | Displays the manufacturer of the IT device assigned to the user. |
| Status | Displays the usage status of the IT device assigned to the user. |
| Start Date | Displays the start date of device usage for the user. |
Basic Info Tab
An "Edit" button is displayed on the right. Similar to the main "Edit" button at the top right, this allows you to modify user information.
Associated IDs Tab
An "+ Add" button is displayed on the right, allowing you to register associated IDs.
App Usage Tab
If the browser extension is in use, this tab displays the apps detected by the extension. If the extension is not used but Google Workspace or Microsoft 365 integration is active, it displays the apps accessed via SSO along with the login timestamps.
| Field Name | Description |
|---|---|
| Name | Displays the name of the accessed app. |
| Days Used |
Displays the number of days the app was accessed. For Google Workspace or Microsoft 365 integrations, this counts the number of times the user authorized information sharing on the consent screen during SSO login. Note that some SaaS applications only require authorization once, in which case the count will remain "1." |
| Last Active |
Displays the date and time of the most recent app access. For Google Workspace or Microsoft 365 integrations, this captures the timestamp when the user authorized information sharing on the consent screen during SSO login. For SaaS applications that only require authorization once, this will show the timestamp of the initial login. |
| Source | Displays how the app was detected (Google Workspace, Microsoft 365, or Josys Browser Extension). |
Frequently Asked Questions
Q: Will the user status automatically change to "Active" or "Offboarded" once the Start Date or Last Day has passed?
A: No, statuses do not update automatically. Please update them manually from the edit screen.