The people who can sign in to your workspace. Each user has a login and a role that decides what they may do. You can also limit which branches' or organisations' records they see.
When to use it
- A new person joins and needs to sign in.
- Someone changes job and needs a different role.
- Someone leaves. Switch them off instead of deleting them, so their past entries keep their name.
Before you start
The role you want to give them must already exist; roles are set up in Access Roles. Your plan may limit how many active users you can have.
Where to find it
Setup > User > Users.
The fields on this screen
| Section | Field (on screen) | What to enter | Required |
|---|---|---|---|
| Account | Username | (not explained yet) | Yes |
| Account | (not explained yet) | Yes | |
| Account | First Name | (not explained yet) | No |
| Account | Last Name | (not explained yet) | No |
| Access | Role / Group | (not explained yet) | Yes |
| Access | Password | A password for this person, handed over in person. It is saved scrambled and never shown again; leave it blank when editing to keep the current one. | No |
| Access | Active | (not explained yet) | No |
| Access | Verified | (not explained yet) | No |
| Scopes | Dimension | (not explained yet) | No |
| Scopes | Access | (not explained yet) | No |
| Scopes | Value Id | The number of the branch or organisation this row limits the person to. A picker is not built yet. | No |
| Scopes | Primary | (not explained yet) | No |
Adding a record
- Open Setup > User > Users and click Add / New.
- Enter the Username, Email, First Name and Last Name.
- Pick the Role / Group. This decides what they may do.
- Type a temporary Password and hand it over in person. It is saved scrambled and is never shown again.
- Tick Active and Verified so they can sign in straight away.
- If they should see only some branches or organisations, add rows under Scopes.
- Save, and ask them to change the password from their profile after their first sign-in.
Changing or deleting a record
- Leave Password blank when you edit, and the current password stays as it is.
- To stop someone signing in, untick Active. Their past entries keep their name.
Tips and common mistakes
- Signing in needs both Active and Verified. A user with only one of them cannot get in.
- The role decides what they may do, and Scopes decide which records they see. Changing one does not change the other.
- The Value Id in a scope row is the number of the branch or organisation it limits them to. There is no picker for it yet, so ask support if you are unsure which number to use.
- You can also invite someone by email from the mobile app (Profile > Settings > Account Actions). The invite lets them choose their own username and password.
Related guides
Access Roles sets what each role may do. See also User Group Manager, User Password Manager and User Session Limits.