Let's get to grips with the basics of User settings!
User Settings lets you control who can use the system, what they can do, and the details on their profile. These settings apply to back‑office and Web Portal users. They don’t affect engineers.
Essentials!
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Getting There
You can access User Settings by heading to My Account and selecting User Settings.
There are seven tabs in this section, each with different options.
You can update your personal details, change security settings, manage users, set up user groups, control notifications, and manage Web Portal users.
My Profile
The My Profile tab lets you update your own details.
Click the edit icon at the bottom of the screen.
You can change:
Your user image (this is also your company logo).
Your name.
Email notifications.
Address
Contact details.
For email notifications to work, you must have an email address saved under Contact. Notifications are sent for anything you’ve set yourself up to receive in Notification Management.
Preferences such as appearance, language, Two Factor Authentication, and user groups.
If you use multiple branches, you can also view your Branch Access Permissions.
Click the text to open the list and select the branches you want to assign.
Manage Passwords
This section lets you change your own password.
Type your new password, confirm it, and click Change.
You can also reset passwords for other users.
Choose the user type from the drop‑down. Select the user with the ellipsis (...). They’ll receive their new password by email.
User Management
Here you can view and manage users on the system. What you see depends on your permissions.
If you need to add a new user, speak to your Onboarding Consultant.
From the Action Tray, you can:
Edit
Activate
Deactivate: If you deactivate a user, it won’t update any billing services. We recommend contacting the support team when someone leaves.
User Group Access
User Groups control which modules and access rights a user has. This is essential when you have lots of users and need to limit access.
You can edit an existing group from the Action Tray or create a new one with Add.
Give the group a name and description.
In Module Access, select the modules you want. Clicking the box next to a module selects the whole module.
Click Save.
Choose the access rights you want to assign.
Each area of the system has Create, Delete, Edit, and View rights. Some areas have extra options.
Save the changes, head back to Group Name tab and click Save.
Notification Management
Notifications alert users or groups when something happens in the system. Each notification is triggered by an event, and you can configure who receives it.
Click the exclamation mark next to a notification to learn more about it.
To enable a notification, click the radio button.
Choose a recipient using the ellipsis (...).
Click Include to confirm.
Some notifications don’t need a recipient. For example, reminders for Draft POs over a month old go to the user who raised the item.
Pro Tip: You can set a delay for certain notifications. The delay is measured in days.
Users with email notifications enabled will also receive an email. All notifications appear at the top right of the screen.
Each notification has common options:
Select individual notifications or select all to delete.
View the notification details.
Use the ellipsis to view, snooze, mark as complete, or accept/reject (where applicable).
Useful notifications include:
Job Stock Purchase Order Goods Received: Great for scheduling engineers, only when parts have arrived.
Jobs Raised by Customer via Web Portal: Essential if customers raise jobs online.
Only enable the notifications you need. Too many can cause you to miss important ones.
Web Portal Management
The Customer Web Portal lets your customers access your system. This section is where you manage those users.
Portal access is controlled by creating User Groups. You choose which customer accounts and sites they can see by assigning Parent Groups and Divisions.
Create Parent Group / Divisions
Parent Groups and Divisions limit what your customers can view. This prevents them from seeing all information on your system.
For example, Nando’s may have multiple divisions and sites across the UK. Each site may need its own Parent Group or Division.
To create them:
Go to Records and select Customer & Site Records.
Edit an existing customer or create a new one.
In the Customer Details section, find Parent Group and Divisions.
Click the ellipsis to open the list.
Edit an existing group or add a new one.
Click Add.
Click the ellipsis then the Add button to create a new one.
Fill in the fields and click Save.
The new parent group is added to the list, click on the name, add a division and click save.
You can create as many divisions for a parent group as you wish!
Click on the parent groue, and it will take you back to the Account details page.
You have successfully created a Parent Group and Division!
Create Web Portal User Group
Back in User Settings, create a Web Portal User Group from the Portal Access Group Management tab. This works the same way as User Groups in the User Group Access section.
Create a Web Portal User
Once everything is set up, you can create a Web Portal User.
In User Management, use the Add button or edit an existing user from the Action Tray.
Fill in the details and assign a User Group using the ellipsis.
A notification will pop up confirming your new user has been added to the system.
The user will receive an account creation email. They must open the link in Google Chrome, select Forgot Password, enter the code they receive, and then they’ll be sent their new password.
You’ve now created a Web Portal User.
You have successfully created a Web Portal User!
Message Management
Message Management lets you send messages to all your Web Portal users.
You can edit an existing message or create a new one via the Add button.
Enter the message name.
Choose whether it’s sent globally or to specific groups.
Use the ellipsis to select the group.
Type your message and save it.
A confirmation message will appear.
Click Yes and you’re all set.
Congratulations! You have created a Web Portal Message.