Adding & managing users

New users can be only added on the web version by navigating to the Administration menu - Users. Click on a + Add new user button and a form will appear on the right side of the screen, where you need to fill out the following information:

1. Fill out the first and last name of the user.

2. Provide an email address for users who will be assigned the "Manager" role. Note that adding an email address is not mandatory for other user groups. If you choose to use an email address, it will be automatically used as the username for that user.

3. Add a username for the users who will not use the email. 

4. User group: When adding a new user, it is crucial to assign them to the correct user group. The user group determines the specific rights and privileges that the user will have within the system. 

5. Language: From the dropdown list, select the preferred language for the user. 

6. Properties: Define the properties to which the user will have access.

7. Default property: decide which property will appear by default for users who have access to multiple properties. 

8. If the email has been added, you have the option to have an email sent to the user where they will receive an email to set up the password.

9. For the users with the username, set up a 6-digit password. By default the “Require password reset at next login” option will be enabled, allowing the user to set up their password. 

10. Click on the ‘Add new user’ button to save.

Languages: the default language in the system is English. If you require additional languages, please reach out to your onboarding specialist or contact our support team for more information.

Managing users

To modify a user's details, follow these steps:

1. Locate the user you wish to edit in the list of users.

2. Click on the 3 dots icon on the right side of the screen

3. Click on ‘Edit user’ to update the user's information, such as their first name, last name, language, user group, and assigned properties. Please note that the username cannot be changed, as it is a unique identifier for the user.

4. To deactivate a user who leaves the company:

   1. Click on the 3 dots on the right side, select User status and choose “Inactive”. Once the user has been marked as inactive, they will no longer have access to the Flexkeeping system.

Reset password:

If the user has forgotten their password, click on the lock button on the right side of the screen. If their username is linked to the email address, by clicking on the Confirm button the reset password email will be sent to their email address.

For users who use the username, it is possible to manually set a new password for them.