A week as the administrator

Before you start

• Open User and look at the Status column: anyone Locked or Inactive who should be working is the first call of the week (Users: the list, locking and deactivating, A user cannot sign in).
• Know your licence's numbers: Maximum users, No of branch and the last day, on Company setting > Subscription (How the licence decides what a company has).
• Ask the owner for the week's news: who starts, who leaves (with the last day), whether a branch is opening, and whether the year end is within a month (Add or change a user, Branches, Fiscal years: create, activate and prepare the next one).
• Keep a list of the people you asked to sign out and in after a permission change, so you can check it later (Choose what a role may open and do).

Through the week

1. When someone joins
   Add the user

   Add them on User with their role, default branch and dates (Add or change a user). Tell them the user name and the first password privately; they choose their own at the first sign in (Sign in, first sign in and sign out).

2. When someone leaves
   Switch them off the same day

   Deactivate the user, or set the End date when you know it in advance (Users: the list, locking and deactivating). Do not delete anything: there is no delete, and the history stays.

3. When someone cannot sign in
   Unlock or reset

   Read the message on the sign-in page, then Unlock or Reset password on User (A user cannot sign in, Change, reset and recover a password).

4. When a job changes
   Change the role, not the person

   Give the person another role on the user form, or change what the role may do on Role & Scopes (Choose what a role may open and do). Ask the people affected to sign out and in.

5. When a menu is missing
   Follow the checklist

   A menu item, a tab or a screen is missing: sign in again, role, menu, permission, licence.

6. When a new branch opens
   Three things

   Add the branch, add its numbering series, map its users (Branches, Create and manage numbering series, Map several users to a role or to a branch).

7. A month before the year ends
   Prepare next year

   Add the next fiscal year (not active) and next year's series for every kind of document and every branch. Make the new year active on its first day (Fiscal years: create, activate and prepare the next one).

8. When the licence note appears
   Tell the owner

   Fifteen days before the last day a note shows on every page (How the licence decides what a company has). Tell the owner so Penahak is asked in good time.

9. Every month
   Look at the record

   Open Activity for users and roles for the month: who added, changed or reset whom (The activity record).

At the end of the week

• Every leaver is Inactive, or has an End date that will stop them (Users: the list, locking and deactivating).
• Every new starter has signed in: their Last logon is not Never logged in (Add or change a user).
• Every role or mapping change from this week has been followed by a sign out and in for the people it affects (Choose what a role may open and do, Map several users to a role or to a branch).
• Every new branch has its branch record, its numbering series for each kind of document, and its users mapped (Branches, Create and manage numbering series, Map several users to a role or to a branch).
• If the year end is within a month: next year's fiscal year is added with Active cleared, and its series exist for every branch and kind of document (Fiscal years: create, activate and prepare the next one).
• The owner knows if the licence note has appeared (How the licence decides what a company has).
• Activity has been looked at for users and roles for the month (The activity record).

Common questions