Users, roles and licences
Admin → Users.
| Column | Description |
|---|---|
| Name | The person |
| Sign-in address | |
| Roles | Their role in each module, separated by | |
| Licence | Derived licence tier — none, standard or power |
| Active Modules | How many modules they have at least one role in |
Controls
| Control | Effect |
|---|---|
| New User | Create an account |
| Import Users | Load accounts in bulk |
| View Archived Users | Deactivated accounts, which can be restored |
| Update Login Restrictions | Apply login-time controls across the workspace |
| User License Report | Summary of current licence usage |
| Export | Download the list |
Creating one
Name and email are required — the email is the sign-in identity. The rest:
| Field | Purpose |
|---|---|
| Tag Prefix | Prefix applied to activity tags this user creates |
| Time Zone | The user's local time; defaults to Sydney |
| Sales Areas | One or more sales territories |
| Warehouse | Default warehouse for stock operations |
| Password | Typed, or randomised — which emails the credentials to the user |
| OTP Required for Login | Enforces two-factor authentication on that account |
Roles are per module
A user holds a separate role in each module — CRM, Billing, Service, Stock, Sales and others — and no role in a module means no access to it. A user with CRM Guest | Billing Agent | Service Administrator | Stock Administrator | Sales Representative has five different levels of authority in five places.
Licences are derived, not chosen
| Licence | Roughly |
|---|---|
| None | No roles assigned |
| Basic | Guest-level access only |
| Standard | Operational roles — Representative, Engineer, Operations |
| Power | Administrator and Manager roles |
The roles available
| Module | Roles |
|---|---|
| CRM | Administrator, Manager, Representative, Operations, Guest Manager, Guest |
| Sales | Administrator, Manager, Representative |
| Billing | Administrator, Agent, Sales Manager, Sales Representative, Guest |
| Service | Administrator, Manager, Engineer, Sales Representative, Guest Agent, Guest |
| Stock | Administrator, Controller, Order Administrator, Warehouse Operations, Sales Representative, Guest |
| Agents | Agent Accounting Administrator |
| Mobile | Service Agent User |
| Other | System Administrator, System Developer |
The Mobile role is the one that grants the engineers' app — and on its own it is not enough; the account also needs a linked engineer. See Who can use it.
The licence is calculated from the roles held. You do not set it; assigning roles sets it.
Important
Licences go up immediately, and do not always come back down. Adding a role that requires a higher tier upgrades the user at once. Removing that role does not reliably downgrade them: the downgrade applies only when downgrading is permitted, or while the account is less than seven days old.
So auditing licence spend by removing roles and expecting the tier to fall is unreliable. Check the User License Report for what is actually being counted.
Login restrictions
Update Login Restrictions applies access windows across the workspace.
| Restriction | Effect |
|---|---|
| Local Business Hours | Sign-in limited to business hours in the user's own time zone |
| Global Service Hours | A workspace-wide service window, for field-based accounts |
| Admin Localhost | Sign-in only from the local network — usually reserved for system administrator accounts |