User Settings and Connections Tutorials

• The Users interface allows organisations to manage their connected users, assign them languages and menu templates, and log them out if necessary.
• The interface can also be used to customise what users can view, capture, or edit across all the modules.
• This interface can only be accessed by users who have Admin rights.
• Users with admin rights can assign themselves the necessary rights to setup, edit and view all the reports and transactions.
• Where applicable, User Access for a specific module is placed as a Menu (button) option. 
• Users are only allowed to login to a database from one device at a time. If they login from a new device, their session on the previously used device is ended. 
• Logins are validated every five minutes. These checks discontinue sessions if the user has been disabled or has multiple logins.
• Please note: Users are not automatically created as Contacts. For each user, you must create a separate contact, return to the users’ interface, and link the user to the contact.

Navigation: Main Menu > Setup > Users

These tutorials explain how to set user settings and check for connected users.

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How to Change a User’s Email Settings 

1. Navigate to User Access.
2. Right click the applicable User and select View/Edit User Settings.
3. If there are no settings, click Add/Update (button).
   1. Click the settings to add (use Ctrl left click to multi select).
   2. Click Add/Update (button) and confirm the addition on the popup.
4. Edit the settings as follows:
   1. From Address: Type the user’s email address in the Value column.
   2. From Name: Type the name of the person or a description (e.g. Amanda (Customer Support)).
   3. Reply to: Type the email address that users should reply to (e.g. info@company.com).
5. Click Save (button).

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How to Change a User’s Timekeeping Default Mode

• When a user opens the Mobile App and clicks the Timekeeping button on the main screen, one of three assignments is opened (transactions, projects, or production) and the applicable tasks or transactions are listed.
• The Timekeeping Default Mode selects which one of the three assignments is opened by default. Users can still access the other assignments from the menu.

1. Navigate to User Access (Main Menu > Setup > Users).
2. Right click the applicable User and select View/Edit User Settings from the context menu.
3. Find the setting Timekeeping > Default Timekeeping Mode.
4. If the setting is not there, click Add/Update (button).
   1. Click the Timekeeping > Default Timekeeping Mode setting.
   2. Click Add/Update (button) and confirm the addition on the popup.
5. Click the Value column next to Timekeeping > Default Timekeeping Mode and select one of these options:
   • Transactions: Select this option if the person oversees or deals with transactions (e.g. managers, reps).
   • Project Tasks: Select this option if the person is mostly allocated general tasks that they must complete (e.g. support staff).
   • Production Tasks: Select this option if the person works in production and is mostly allocated production tasks (e.g. if the person operates machinery).
6. Click Save (button).

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How to Check Connected Users 

1. Navigate to User Access (Main Menu > Setup > Users).
2. Click Actions (button) > Check Connected Users.
3. The Connected checkbox is checked for users who are logged in.

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How to Sign Out Selected Users 

1. Navigate to User Access.
2. Select the User/s you want to sign out (Use Ctrl Left Click to multi-select).
3. Click Actions (button) > Sign Out Selected Users.
4. There is no confirmation request. If the user is signed out, this message is displayed: User was signed out successfully.
   • Note: Users access is only checked every five minutes, therefore, active users are not signed out immediately.

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How to Grant a User Permission to Export Documents

1. Navigate to User Access (Main Menu > Setup > Users).
2. Right click the applicable User and click View/Edit User Settings on the context menu.
3. Click Add/Update (button) to add the setting:
   1. Click the setting: General > Enable Export (.csv, .xlsx, .html).
   2. Click Add/Update (button).
   3. Confirm the update.
   4. Click the X in the corner to close the popup.
4. Find the setting on the list and check the checkbox in the Value column.
5. Click Save (button).

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