Manage users and roles

How to add a team member, edit their details, change their role, reset a password, deactivate or reactivate them, give brand access and switch role permissions on the User Management screen.

Where: web and mobile · Who can use it: User Management needs the Manage Users permission on the web. On the phone the User Management button is for managers and above. Role changes, deactivating, brand access and role permissions are for directors and owners.

Screens may differ slightly from what you see.

What it is for

User Management is where you create logins for your team, change who has which role, reset passwords, and stop someone logging in without deleting their records.

Who can use it

On the web (Admin > User Management):

• The menu entry and the page need the Manage Users permission. Without it the page shows "Access Denied" and tells you to contact a director or manager.
• Owner: can edit anyone.
• Director: can edit anyone below them.
• Manager: can edit only people with a lower role than their own, and their own account. A manager sees "(Only directors and owners can change roles)" next to a role.
• Everyone else: cannot edit others. You can always edit yourself.

The roles, from lowest to highest, are: Installer, Sales, Senior Sales, Warehouse Manager, Installation Manager, Manager, Director, Owner. The page labels the last two special roles "Warehouse Manager" and "Installation Manager".

On the phone: the User Management button on the home screen is shown to managers and above. Role changes are director only, and the server decides.

How to use it

Add a new user (web)

1. Open User Management from the Admin menu.
2. Select Create New User.
3. Fill in Full Name, Email, a password (the placeholder says "Minimum 8 characters") and a Role.
4. Select Create User. All fields are required. The Owner role is not offered in this list.

The new person uses the email and password you set to sign in.

Edit a user

1. On the User Management list, select the person's card. Only cards you can edit respond.
2. The Edit User panel opens. In User Details, change Full Name or Email.
3. If you are a director or owner and it is not your own account, you can also change the Role, the Job title and the Custom Discount Limit (%).
4. The job title prints on contracts. When you change someone's role the panel offers "Keep current job title".
5. For the discount limit, the panel says to leave it empty to use role defaults. It names the defaults as Director/Owner 100%, Manager 20% and Senior Sales 10%.
6. Select Save Changes.

You cannot change your own role. The panel says so.

Reset or change a password

1. Open the person's Edit User panel.
2. Under Reset Password, select Reset Password. For your own account it reads Change My Password.
3. For your own account you must enter your current password. For someone else you do not.
4. Type the new password (at least 8 characters) and select Reset Password (or Change Password).

The page says the user needs the new password at their next login. Only the owner can change an owner's password. The server rule for managers is that they can reset passwords of users below manager level.

Do not send passwords by chat. Tell the person in person or by phone and ask them to change it.

Deactivate or reactivate someone (directors and owners)

1. Open the person's Edit User panel.
2. Find Account Status. It shows "Account Active" or "Account Deactivated".
3. Select Deactivate (or Reactivate), then confirm with Confirm Deactivate (or Confirm Reactivate).

A deactivated person cannot log in. The panel says all their records remain intact. Use the "deactivated" switch at the top of the list to show or hide deactivated accounts.

Give a person access to brands (directors and owners)

1. In the Edit User panel, find Brand Access.
2. Tick the brands the person can see.
3. Select Save Brand Access.

The panel says that when brand scoping is enforced, a user with no brands ticked sees nothing, and owners and directors always see every brand. The Brand scoping switch at the top of the User Management page (directors and owners) turns enforcement on. Its tooltip says to assign brands to users before you turn it on.

Change what a role can do (directors and owners)

1. In the Edit User panel, find Role Permissions.
2. The page lists permissions such as View Costs, View Profits, Manage Users, Approve Quotes, Manage Suppliers, Delete Records, Restore Records, View Audit, View Risk Flags, Manage Risk Flags and Revert Quotes.
3. Use a switch to turn one on or off.

This changes the permission for everyone with that role, not just this person. The panel says so. Reset to Defaults restores the factory defaults for that role. You cannot change the Owner role.

The "Process Refunds (old switch - no effect)" item is labelled as having no effect. Refunds are controlled on the Permissions screen and the Refunds switch. See Permissions and access rights.

On the phone

1. On the home screen choose User Management (managers and above).
2. Tap a person to see actions: Edit name / email / role, Reset password, Deactivate user or Reactivate user.
3. Tap the plus button to add a New user (Full name, Email, Temporary password, Role).

Deactivating and resetting a password ask for a fresh confirmation first (biometrics if enabled, otherwise a confirm box). You cannot deactivate yourself or an owner on the phone.

Tips

• Check the person's role before editing the role permissions. Changing a role's permission affects everyone with that role.
• To remove someone, deactivate them. Their records stay.
• Add brands to a person before you switch brand scoping on, or they may see nothing.

Things to know

• The web list shows a permission chip for each permission the person's role holds.
• The Role Permissions panel covers the main role flags only. A wider set of permissions is on the Permissions screen.
• Roles come from the company's own list. Other role names than those above may exist.

Related articles

• Permissions and access rights
• Owners and directors settings
• Brand settings
• Audit trail