In this article, you will learn how to add or remove 'System Users'. Please, see the video below or the text beneath for instructions.
Adding System Users
To add a new system user, navigate to:
Admin -> Users & Permissions
Then, click on the 'Invite new user' button, which will take you to the 'Add new user' page.
You need to create a contact record for the new system user before you can proceed. If you haven't already done so, please see this article for more information on how to do so.
The following fields are mandatory:
Linked participant: you will need to select the contact record that will be associated with this login.
Email address: if an email address has been set for the contact record, it will automatically populate this field with that email address.
Timekeeper initials: the initials of the individual.
Unique Reference: this can be anything really, but is usually an abbreviated version of the individual's name.
System role: this will determine the permissions/level of access that the new user has. See this article for more information.
Checking the box for 'Allow this user to alter your subscription data?' will grant the new user access to be able to add/remove users.
When you are happy with your settings, click on 'Save' - this will create the new login and send out an email invitation to the new user.
Removing System Users
To remove a system user, navigate to:
Admin -> Permissions -> System Users
Click on the name/email address of the user you would like to remove. At the bottom of this page, you should see the 'Delete' button as per the screenshot above. When you click on this button, you will be taken to the 'Delete login' page, where you will be required to list a reason for deleting the login. Then, simply check the box that indicates 'I accept the changes to my subscription' and click on 'Delete' to remove the login.
Changing the login email address
To change the login email address associated to a system user, simply follow these steps:
- Create a new login using the desired email address
- Log in to the system using the new email address
- Delete the previous login with the old email address.
What is the process for replacing a current user with a new user?
If you will be replacing users in your system, you will need to remove the old users before adding new users. This will prevent you from being charged for additional logins. Also, all data is saved against the contact record, not the system user login. You will not have to worry about losing any important data when removing a system user from your system!