General Information

User & Employee Records

This section allows users to enter key details required for users or employees registration. Fields marked with an asterisk (*) are mandatory for record creation and system functionality. The form includes the following fields:

• Employee Number: A unique identifier assigned to each user for tracking and reference purposes.

• Employee Name: The full name of the user.

• Email: The user's email address, used for communication and login purposes.

• Phone: The contact number of the user, with an option to select the country code.

• Password: A secure credential required for user login.

• Allocate License: Specifies whether a license is allocated to the user. Displays the number of available licenses and provides an option to purchase more.

• Status: Indicates the user’s current status (e.g., Active or Inactive).

• Time Zone: Defines the user’s time zone settings for accurate scheduling and timestamp tracking.

• Position: The designated job position of the user within the organization.

• Location(s): The assigned workplace location(s) of the user.

• Role: Determines the level of access and permissions assigned to the user. Options include:

  • Administrator: Can perform all actions within the system.

  • Regular User: Has restricted access based on assigned permissions.

• Notes: A field for entering additional details such as skills, qualifications, certifications, achievements, allergies, or medical conditions.

If the value you want to add doesn’t appear in the list, click the external link icon to navigate to the related form. To understand the icons in the top-right corner, click here.

Managing User and Employees

• If an error message appears stating "The email has already been taken, you can invite it", first verify that the user was not previously deleted. If the user exists, you can proceed with Invite User.

• For accounts that haven’t been verified via email, another user can edit the Number, Name, and Email if needed. However, once the email is verified, these fields become locked. Users can update their email from their User Profile if their account is verified.

• Editing the Area Code field will automatically clear the Phone Number field.

• When a user is deleted, the associated license is released and becomes available for reassignment.

• If a user account is locked or blocked due to multiple incorrect password attempts, it can be unlocked by selecting the Unlock Account checkbox.

User Roles

Roles define privileges and access levels within the platform. The available roles are:

• Owner: This role has exclusive privileges and is distinct from Administrator or Regular Users. Only one user can be assigned as the Owner, and this role cannot be changed within this form. To transfer ownership, the update must be performed through the Team Profile. Additionally, fields such as Status, Allocate License, and Role cannot be modified for the Owner.

• Administrator: Grants full access to all platform features and data, without restrictions based on user permissions or position. However, if an administrator does not have an active license, access to any module will be restricted. The system will prompt the user to navigate to the Users form to manage and allocate licenses as needed.

• Regular User: Access is restricted based on assigned permissions or position-based permissions within the system.

Home & Mailing Address

This section allows users to enter and manage home and mailing addresses for an employee. Both addresses include fields for street, country, state, city, and postal code.

• If the mailing address is the same as the home address, click on "Copy Home Address", and the system will automatically fill in the corresponding fields.

• If the Country field is modified, the State/Province field will be reset, and the list of states/provinces will be updated accordingly.

Permission Management (User)

After saving the employee record, the Permission Management section becomes available. This section enables users to define and assign specific access permissions to an employee based on their role.

• If the employee is assigned the Administrator or Owner role, they automatically receive full access to all system features.

• For employees with the Regular User role, access is restricted and managed through assigned permissions.

Permissions can be adjusted to ensure employees have the appropriate level of access needed for their responsibilities.

Users can manage access for each employee by enabling or restricting specific permissions. Permissions are organized by modules, and clicking the arrow next to a module expands the available options.

To grant permissions, users can check the boxes next to the desired modules. Once all necessary permissions have been configured, click the checkmark icon to save the changes. Individual user permissions override position-based permissions.