User Management

SyteOps provides structured user profile management and role-based FlowMattic automation. Every user you configure and every role you define becomes part of your automation infrastructure — without you ever updating a workflow.

User Profiles

Each user slot has 31+ fields organized into categories:

• Identity — Name, email, phone
• Contact Information — Address, additional contacts
• CRM IDs — Identifiers across 15 supported CRM systems
• Profile Pictures — Upload or link to user avatars. When Associate WP User is set and the slot has a photo, that photo is used as the WordPress avatar (admin bar, Users list, comments, and author boxes) instead of Gravatar. The same picture can also start as a Model photo.
• Model photos — Extra reference pictures of that person for Review Portal remixes. See Model photos.
• Module Data — Additional per-user data from active modules

SyteOps supports up to 20 user slots. All user data syncs to FlowMattic as named variables — syteops_user_001_name, syteops_user_001_email, etc. — making user data available to every workflow without manual maintenance.

Adding a User

When you click Add User — from either the Users tab in SyteOps settings or the Roles & Users admin page — a short fill-in box appears so you can pre-populate the basics up front:

• First name and last name
• Work email
• Company name
• Phone number

Every field is optional: enter what you have and complete the rest on the user's card afterward. The user is created when you confirm, and the details you entered are saved right away.

Model photos

Each user card can keep several photos of that person for Modify with AI in the Review Portal. This is not the profile picture used as an avatar — it is a reference set so a remix can match that person's likeness.

The same gallery appears on the Users tab and on SyteOps → Roles & Users.

Model consent

A person is offered as a Model only when Model consent granted is checked on their card. It starts off.

• Leave it unchecked while you upload and organize photos. They stay on the card and stay out of the Review Portal picker.
• Check it when that person may be used as a Model.
• Unchecking it hides them from new remixes. Existing photos and older tagged files stay on the card.

Curated photos and tagged files

The card shows two groups:

• Curated Model photos — pictures you added, plus any later promote. The profile picture starts in this set. You can exclude it from the curated set without deleting the profile picture — an excluded profile picture shows as Excluded on its own tile, with a Restore button to bring it back into the curated set.
• Tagged files — remixes the Review Portal already made while this person was selected as the Model. They are tagged with the person's current display name. They do not automatically become the next remix's references. Only those remixes count: tagging a picture with the person's name by hand in the media library does not make it one of their Model photos.

The card shows the newest 48 tagged files. Click Show older under them to load the next 48.

Select from Media accepts several photos at once — pick up to 12 in one visit to your media library, rather than adding them one at a time.

When the profile picture changes

Changing a person's profile picture keeps their Model photos in order:

• The new picture starts in the curated set, even if you had excluded the old one.
• The old picture stays in the curated set as an ordinary curated photo — unless you had excluded it, in which case it leaves the set.
• A profile picture you delete from the media library is gone from the gallery too.

The gallery updates as soon as you select, clear, replace, or delete a profile picture. Select from Media and Clear are saved only when you save the card, so until then the gallery shows what that save will do.

Promote a tagged file

When a remix nailed the likeness, promote it into the curated set from the Users card or Roles & Users — not from the Review Portal. Promoted files stay available for later generates.

Swapping users

Swapping two people on the Users card or Roles & Users moves their Model consent and their Model photos with them, so each person keeps their own photos and consent state on their new slot.

Deleting a user frees their slot for reuse, and clears that slot's Model consent and Model photos in the same step — a new person added to a reused slot afterward starts with Model consent off and no Model photos, the same as any brand-new user.

Remote Users editor

On a management connection, the remote Users editor shows the gallery as a preview, locked as soon as the editor loads. Add, exclude, promote, and Show older stay on that site's own Users card, because media library ids belong to that site.

Swap Users in the remote editor moves each person's details — names, email, phone, links, profile picture, CRM IDs, and roles — to the other person's slot. Internal user IDs stay with their slot. Nothing reaches the other site until you click Save.

Swapping there is different from swapping locally in one way: Model photos stay with the slot instead of following the person across a management connection. So a remote swap clears Model consent for both people instead of carrying it across, and tells you to review the photos on that site's own Users card before granting consent again.

System Roles

System roles are single-assignment — exactly one user can hold each role at a time.

Role	Purpose
Site Owner	Primary site owner/administrator
Technical Contact	Primary technical contact for the site
Marketing Contact	Primary marketing contact

System roles generate stable alias variable families in FlowMattic:

• syteops_user_owner_* — The current Site Owner's full profile
• syteops_user_contact_tech_* — The current Technical Contact's full profile
• syteops_user_contact_marketing_* — The current Marketing Contact's full profile

Reassign a system role and these variables update automatically on the next save.

Custom Roles

Create your own roles beyond the built-in system roles. Custom roles are the foundation for team-aware automation. See Roles & Automation Variables for the full story.

Creating a Custom Role

1. Navigate to the Users tab
2. Scroll to the Custom Roles section
3. Click + Add Role
4. Fill in: Name, Description, Icon, Color
5. Choose a constraint:
   • Unique — Only one user can have this role
   • Max Count — Up to N users can have this role
   • Unlimited — No limit on assignments
6. Save

Assigning Custom Roles

Custom roles appear as checkboxes on each user card. Check the role to assign it, uncheck to remove it. FlowMattic aggregator variables update on save.

FlowMattic Variables Generated Per Custom Role

Variable	Contains
syteops_std_systm_contact_{slug}_all_emails	All emails for users in this role
syteops_std_systm_contact_{slug}_all_names	All display names for users in this role
syteops_std_systm_contact_{slug}_slack	Slack aggregator for this role group
syteops_user_NNN_is_{slug}	Per-user boolean: does user 001–020 hold this role

These variables are generated and synced automatically. Reference them in FlowMattic to build team-aware workflows that never need editing when your team changes.

SyteOps Admin Role

The SyteOps Admin is a special WordPress role with elevated permissions:

• Full access to all SyteOps features
• Required for destructive operations (wipes, debug tool)
• Only existing SyteOps Admins can assign this role to others
• The role auto-recovers if capabilities are lost

The first user to complete Initial Setup becomes a SyteOps Admin.

Export and Import

• Single user export — Export one user card with all fields, roles, notes, and estimates
• Import — Import remaps to the chosen target user slot; profile pictures are link-only
• Master export includes all user data
• Role assignments are preserved across export/import
• Model photos — The profile-picture exclude choice travels with a user export; Model consent and the Model photo selections do not. Consent is recorded per site, so an imported person is never offered as a Model until you check Model consent granted on the site that imported them. The photo selections stay behind because those ids only point at something real on the site that holds the pictures. Importing into a slot also clears that slot's existing Model photos and its profile-picture media link, so the imported person never inherits the previous occupant's pictures. Re-add photos on the target site's Users card after import.

Roles & Users Admin Page

For a dedicated role management interface, navigate to SyteOps > Roles & Users in the WordPress admin sidebar. This standalone page shows all system and custom roles, their current user assignments, assignment counts, and aggregator variable status.