Admin – Users

• Once a database is created, users must be linked or assigned to the Database.
• A default Support User is automatically created for every database as QuickEasy Software – support@quickeasysoftware.com. This Support User is automatically linked to all the databases and cannot be deleted; however, the user’s access can be revoked.
• The Primary Contacts are emailed to notify them when a User is added. 
• If someone logs into the Desktop application for the first time, they are added to the Local Users Table. 
• Users can only log in on one machine at a time. When a user logs in on a new machine, their session expires on the old machine after five minutes.
• User passwords are encrypted when stored in a user’s database.

Navigation: BOS Tools > Admin (BOS) > Right click a Subscriber > View / Edit Users (context menu)

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How to Add a User

1. Navigate to the User interface in BOS Tools.
2. Verify that the correct database is displayed on the dropdown list.
3. Click the Edit (button) to enable a new row (“Click here to add a new row”).
4. Enter a Username and Email address (duplicate email addresses are not allowed).
5. Select a Status for the Desktop version: Enabled or Disabled.
6. Select a Status for the Mobile version: Enabled or Disabled.
7. Click Save (button).
8. Right click the User to invite them to Windows or Mobile as required:
   • Context menu options:
     • Assign Databases
     • Invite to Desktop
     • Send Download Link (Desktop)
     • Invite to Mobile
     • Disable Desktop
     • Disable Mobile
     • Sign out Desktop
     • Reset Password
     • Delete
   • Note: An error message is displayed if there are no Databases assigned to the User.

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How to Add Users in BOS Desktop

This action removes inactive users and adds active users. After updating, the checkbox to only show Active users is automatically unchecked.

1. Open BOS Desktop.
2. Click Setup > Users.
3. Click Actions (button) > Update Users.
4. Confirm the action on the popup.

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How to Invite a User to Mobile

Multiple users can be invited using Actions (button) > Invite to Mobile.

1. Navigate to the User interface in BOS Tools.
2. Right click the User and select Invite to Mobile from the context menu.
3. A confirmation is displayed on screen.
4. The User is sent an email with their login details.

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How to Invite a User to Desktop

Multiple users can be invited using Actions (button) > Invite to Desktop.

1. Navigate to the User interface in BOS Tools.
2. Right click the User and select Invite to Desktop from the context menu.
3. A confirmation is displayed on screen.
4. The User is sent an email with their login details.

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How to Send a Download Link (Desktop)

1. Navigate to the User interface in BOS Tools.​
2. Right click the Username and select Send Download Link (Desktop) from the context menu.

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How to Disable a User’s Desktop Access

Multiple users can be invited using Actions (button) > Disable Desktop.

1. Navigate to the User interface in BOS Tools.​
2. Right click the Username and select Disable Desktop from the context menu.

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How to Disable a User’s Mobile Access

Multiple users can be invited using Actions (button) > Disable Mobile.

1. Navigate to the User Interface in BOS Tools.​
2. Right click the Username and select Disable Mobile from the context menu.

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How to Link Databases to a User

1. Navigate to the User Interface in BOS Tools.
2. Click Edit (button).
3. Right click a Username and select Assign Databases from the context menu.
4. Add a database by clicking it in the Available section and moving it, with the arrows, to the Assigned section. (Use Ctrl left click to select multiple databases.) 
5. Remove a database by clicking it in the Assigned section and moving it, with the arrows, to the Available section. 
6. Close the popup using the X in the corner.

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How to Link or Unlink a Database to Multiple Users

This feature is currently unavailable (March 2026).

1. Navigate to the User interface in BOS Tools.
2. Click Actions (button) > Batch Update.
3. Select all the Users you want to allocate a Database to (use Ctrl left click to select multiple users).
4. Select a Database from the dropdown list next to Batch Assign Database.
5. Click Assign (button) to link or Unassign to delink the selected users.
6. Confirm that you want to assign the database on the popup.
7. Check the checkboxes for the Desktop or Web versions next to the Usernames.

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How to Reset a User’s Password

Multiple users’ passwords can be reset using Actions (button) > Reset Password.

1. Navigate to the User interface in BOS Tools.
2. Right click a Username and select Reset Password from the context menu.
3. A password is emailed to the user, and a confirmation message is displayed.
4. The applicable user will be prompted to change their password when they login with the emailed password.

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How to Disable a User’s Access

Multiple users’ passwords can be reset using Actions (button) > Disable Desktop or Actions (button) > Disable Mobile.

1. Navigate to the User Interface in BOS Tools.
2. Right click a Username and select Disable Desktop or Disable Mobile from the context menu.
3. Confirm that you want to disable the access.

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How to Sign a User out of the Desktop App

• It may be necessary to first sign users out of the apps so that the apps can be upgraded or backed up.
• This step can also be performed from inside BOS. Navigate to Main Menu > Setup > Users > Actions (button) > Sign out Selected Users. However, there is a five-minute delay when signing users out from BOS Desktop.

1. Navigate to the User Interface in BOS Tools.
2. Select the User/s you want to sign out.
3. Click Actions (button) > Sign Out Desktop.
4. Confirm the action on the popup.

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How User Authentication Works

1. When a user logs into BOS Desktop, a token is issued against the database that the user is signed into.
2. The token is assigned against the user_id and the database_id.
3. This token is checked for validity against the database and the user it has been issued for, every five minutes by the BOS Desktop App. 
4. If the same user logs into the same database, the previous token is invalidated.
5. If the expiry date on the token is reached, the token becomes invalid, and the user is signed out.

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Fields Explained: Users (BOS)

Field	Description
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number allocated to the subscriber.
Status	Status can be Enabled or Disabled. Users cannot log into disabled databases. This field is not on the Field Chooser (*) and cannot be hidden.
Desktop	The status of the desktop app which can be Enabled or Disabled.
Mobile	The status of the desktop app which can be Enabled or Disabled.
Primary	A checkbox. If checked, the user is a primary user (admin).
Username	The name by which the user is known.
Email	The user’s email address.
Online	A radio button. If checked, the user is currently using the desktop app.
Online (M)	A radio button. If checked, the user is currently using the mobile app.
User Updated	The User who last updated the record.
Last Updated	The date and time on which the record was last updated.
Menu (blank entry on field chooser)	A submenu that can be accessed by right clicking a username with the following functions: – Assign Databases: Assigns databases to the user. – Invite to Desktop: Sends the user an email with desktop login details. – Send Download Link (Desktop): Sends the user a link to download the desktop app. – Invite to Mobile: Sends the user an email with mobile login details. – Disable Desktop: Disables the user’s desktop access. – Disable Mobile: Disables the user’s mobile access. – Sign Out Desktop: Signs the user out of the desktop app. – Reset Password: Sends the user an email with a new password. – Delete: Deletes the user.

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Learn More

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