What defines a User?
A User is simply someone who you grant access to the app; but there is a bit more to it.
Your Users can log their time, enter reimbursable expenses, enter money transactions and view reports on all of these activities. You control what information your Users have access to by assigning User Roles to them.
How Are Users Created
When an Ochre account is created, the person requesting the account becomes a User with all the User Roles.
Each account may have as many Users as you wish. All the people who are Users of the account can enter records and view reports to the extent that their User Roles permit.
A User with the Admin User Role can add additional Users to the account.
Others Can Be Users, Too
The Account can be shared with others that you may wish to have access to your records or even contribute to them. For instance you may want a bookkeeper or accountant to be a User so that they can incorporate records into other bookkeeping reports - payroll, income statements, etc. Another example might be 'contract' workers or consultants whose time will be charged to the projects they work on.
How to create additional users
The main consideration when adding a User is what User Roles to give them. There are six User Roles, and they correspond to the six main menu links. A User should have every role for which you want to grant them access to the corresponding information. They are:
Level 1 - grants access to My Records page
Level 2 - grants access to the Time page
Level 3 - grants access to the Budgets page
Level 4 - grants access to the Project Reports page
Level 5 - grants access to the Expenses page
Admin - grants access to the Admin page
Only an Admin can create a new User. Users cannot be deleted except through the Knack app builder to prevent ‘orphaned’ records. However, when a User is made inactive, they can no longer access the app and they do not appear in lists. But their time and expenses remain and are still related to them.
The process for creating a User
On the Admin page, click the button “Add New Staff”. A form appears requesting the following information.
Name, Email, Password, User Status, User Roles
Name, and email will be used to identify the user, and email and password will be used to log into the app. The User’s password is not accessible through the app. The new User can change the password that you assign. If you assign simple passwords, the new User should change it as soon as possible.
How much are additional Users?
There is not limit to how many Users you may have in your app, and there is not cost for Users.