Creating a user
To begin we need to create a new user.
This is done by accessing the create function in the user menu as shown below.
When creating a user there are different informations to take into account.
You can learn about them by using the tooltips functions, but let's take a look at the most important ones.
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- Full user: This gives access to Microbizz both from the web and the app
- Mobile user: This gives access solely to the app
- Passive user: This doesn't give access the system, but can be used for other purposes
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- Login to the system
- Receive mail updates from Microbizz or other users
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The
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user
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- Optional: The user isn't required to fill out a worksheet every day. Time registration is either not required be the company or this specific user is allowed to decide how to manage time registration
- Required: As the work implies, the user has to register time. The system will create a daily worksheet where time is expected to be registered and at the end of the day, the user will have to close the worksheet
- Automatic: The user can't register time. It's done automatically by the system by looking at what is planned on any specific day, and transfer that same time to the users worksheet, which is also closed automatically at the end of the day
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- During working hours: The system will only register the location during the working hours assigned in the workweek section as mentioned below
- Don't track: The system won't track the users location
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Workweek
When creating a user, you can add a workweek. This is used to for different purposes in Microbizz. For example when to plan a task, or for salary purposes. You can choose to ignore this section by not activating it.
That's it. You have now created a user.
Viewing a user
The user card is accessed either by the menu MY PROFILE or through the USER LIST> SEARCH where you will find all the users in your system.
The buttons
On the frontpage front page of the user card we find different buttons:
- Edit: Used to edit the user information
- Mobile auto-configuration: Used to give a user access to the mobile app
- Become user: It's possible for an Administrator to log on as any user through this function
- Deactivate: When a user is no longer needed it can be activated here. You will then be asked to. See below for details.
- Delete: You can delete a user here
- Reset password: Reset the user's password; this will send a mail to the user with a link where they can enter a new password
- Configure: Used to configure some integrations
- Less: /more Show more/less of these buttons
User tabs
Right under the user card, we see the user tabs. These have different purposes:
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Search
You can search for users in the USER > SEARCH menu, where you may also edit or anonymize selected users.
Notice that when doing free text search, and the search text is 1 or 2 chars, users will only match if their full name, email or employee number begins with the search text. So searching for "Pl" will not find "Robert Plant", because "Pl" is only 2 chars and so the start of the full name must match.
Deactivate user
Below is a list of the most important responsibilities that are affected by deactivation. Notice that you may choose to transfer/reassign some of the user's responsibilities to another user; if you don't do this the responsibilities will simply have the user field cleared.
- CRM: the field "our reference" is reassigned
- Tasks: "repeat - loose" repetition: the "Send to" field is cleared
- Tasks: reponsible and additional users and subscribers and repetiions are reassigned
- Hours module: future worksheets are closed
- Planning module: route assignments are reassigned
- Planning module: planning is reassigned
- Calendar events are reassigned
- Reminders: reminders are reassigned
- Pending question forms with "feedback to" are set to not do feedback
- Checkin: checked out from whatever the user is checked in on
- Equipment: equipment and reservations are reassigned; all taken tools are set down
- Report: report mails are reassigned
- Project: projects are reassigned
- Sales module: calls are reassigned, quotations are reassigned
- Process modul: reassigned
- Scheduled Inspections are reassigned
- Course module: future lessons are affected
- User signature is cleared
Notice that users can be deactivated at a preset date. If a future deactivation date is set then it will be shown on the user's details page starting some weeks before the date.