How do I create a new user?

User administration is located in Settings / Organization. Access to Settings is described in Application structure

Here you can see the complete list of users, add new users, edit user settings, and remove active users.

You can create a new user by clicking the + Invite user button in the user list, which is located in the upper-right corner of the page.

Users

Let's start on the Users tab. First, enter the email address. It serves as the username for logging into the application. The form allows you to enter multiple email addresses at once, separated by commas or spaces. Click the + button or Continue.

Next, fill in the user's First name and Last name.

Roles

Now let's move to the Roles tab. Here you set the user's access level in the application.

The role determines which records the user can view and edit. However, this setting may vary locally. Therefore, the role must be combined with a locality (or asset group) that defines what the user can do in a given locality, for example. You can also select only a role without specifying a location. In that case, the role applies across all localities.

You can add a new permission using the + Add role button.

A dialog opens where you can choose a role and optionally select a Context. Context is a local restriction. You can limit the role to specific localities or asset groups.

Select one or more roles.

You can then either add the role using the "Add" button and the user will have the role in all localities, or choose a different context. For example, let's choose a locality. After clicking into the locality list, a dialog opens with localities to choose from for the selected role. For example, select Hradec Králové and Pardubice.

Now click outside the selection to close the selection dialog, and you can add the permission using the "Add" button.

Now we can see that we have assigned the Administrator role to the user in the Hradec Králové and Pardubice localities. Using the

icon in the permission row, you can remove the permission.

Preferences

Now let's move to the Preferences tab. Here you can customize application settings to meet the user's needs.

• Application language — sets the language in which the application is displayed.
• Data language — some records allow you to enter data in the selected language. These are usually code lists. Data language determines the language in which this data is displayed.
• Date format — settings that determine local display preferences. For example, date display and decimal numbers.

Clicking the "Continue" button returns you to the overview of the configured role. To send the invitation, click the "Invite user" button. The new user will then receive a link at the specified email address to set their application password.

Editing a user

After sending the invitation, the new user appears in the user overview and the profile can be edited further. Click the user's email to open the form.

Allow login to the application should only be unchecked if you want to temporarily prevent the user from logging in without removing them immediately.

If you need to reset a user's password, an administrator can select "Reset password" and the user will receive an email with information about the required password reset.

On the Preferences tab, you can configure which notifications are sent to the user.

• Send notifications about upcoming inspections by email — Users who are responsible persons, asset technicians, or inspection assignees can receive alerts 30 days (configurable) before the inspection due date.
• Send notifications about pending inspection report confirmation by email — Users who are responsible persons can receive alerts for inspections where the receipt of the report must be confirmed (if required).
• Send notifications about inspection changes by email — Users who are responsible persons or assignees can receive alerts for inspections where a change occurred (assignee change, due date change, etc.).
• Send notifications about work requests by email — Users who are responsible persons or assignees can receive alerts for work requests where a change occurred (assignee change, due date change, etc.).