Before you start
- You need a role that can open User, Activity and Company setting. If one is missing from your menu, ask the administrator (A menu item, a tab or a screen is missing).
- Keep the licence numbers to hand: Maximum users, No of branch and the License expiry date on Company setting > Subscription (How the licence decides what a company has).
- Bring last time's questions: who you asked the administrator about, and what you were told.
When to look
- Who can sign in
Open User. Look at the Status, Role and Last logon of each person. Ask the administrator about anyone who has left, anyone who never signed in, and anyone with a role you did not expect (Users: the list, locking and deactivating).
- What changed
Open Activity and filter by users and roles. You see who added, changed or reset whom (The activity record).
- The licence
Open Company setting > Subscription. Check the License expiry date, Maximum users against the people you have, and No of branch (How the licence decides what a company has).
- Next year
Ask the administrator and the accountant to prepare the new fiscal year and its numbering, and to check that every branch will have its series (Fiscal years: create, activate and prepare the next one).
- Ask for the setup
A new branch needs numbering and users; a closed branch should be switched off, not deleted (Branches).
- Renew
Fifteen days before the last day a note shows on every page. Contact Penahak then: from the day after the last day nobody can sign in.
What to look for
| Screen | Look at | Looks right when | Ask the administrator when |
|---|---|---|---|
| User | Status, Role, Last logon | Only people who work for you are Active, and the Administrator role is held by the few who need it | Someone who left is still Active; a person shows Never logged in long after starting; a role you did not expect appears (Users: the list, locking and deactivating) |
| Activity | The Module and Date filters | The entries match the changes you asked for | A change shows that nobody asked for. Not every screen is recorded, so a missing entry does not mean nothing changed (The activity record) |
| Company setting > Subscription | License expiry date, Maximum users, No of branch | There is room for the people and branches you plan to add | The last day is near, or the users or branches are at the limit (How the licence decides what a company has) |
When you finish
- Every question that came up has a name next to it: the administrator for leavers, unexpected roles and people who never signed in.
- You know the License expiry date. A note with it shows on every page once the last day is within 15 days: from then on, contact Penahak.
- If the year end is within two months, or a branch is opening or closing, the administrator knows the numbering must be ready for every branch (Fiscal years: create, activate and prepare the next one, Branches).