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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- 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.
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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
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User tabs
Right under the user card, we see the user tabs. These have different purposes:
Activity: Here is shown a chronological list of activities that the user has been involved in.
Competences: See what competences the user has
Disclosure: GDPR related tab viewing a list of objects the user has been in contact with
Equipment: See what equipment the user is attached or responsible to
Files: See files related to this user
Forms: Fill out forms and see previously filled out ones
Linked: A tab related to special integrations
Map: See a list of checkins for this user on a map
Notes: See and write notes regarding this user
Prices: See and edit this users prices when registering hours on any task
Production: See this users past, present and future production
Salary: See salary related information
Statistics: Choose different mini reports to see statistics about this user
Working week: See this users workweek
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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.