Adding and deactivating users

The Users page

Team › Users (the page is titled Users & teams) lists every member with their username, email, role, department, employee code, who they report to, status and joining date. Company admins see the action icons on each row; everyone else can look people up but not change them. The bar above the list shows N of M seats in use and your plan when the plan has a seat limit.

Inviting someone

1. Click Invite user and enter their Full name and Email. They receive an email with a link to set their own password; no default password exists. The link works for 7 days.
2. Set the Username or leave it blank to make one from the email (the part before the @, with 2, 3… added on a clash). Usernames are 3 to 40 letters, numbers, dots, dashes or underscores and must be unique in the company; the field checks as you type. Add their Mobile if they should get WhatsApp alerts.
3. Pick the Department (and a Designation if the department has them) and the Role.
4. Pick Reports to. The reporting line decides whose clients a manager sees and where approvals go when someone is away.
5. Optionally tick Record this person’s location during reporting hours with the hours, adjust Sidebar access, and click Send invite.

Editing a user

The pencil opens Edit user: department, designation, username, Employee code, mobile, role, Status (Active or Inactive), Reports to, location tracking, Project access and sidebar access. Name and email are not editable here; an email change is done by BMexa from the console and issues a new temporary password. You cannot change your own username; another admin has to.

A temporary password

When you would rather tell someone their password than send a link, use the key icon (Set a temporary password): type or generate one of at least 8 characters, confirm, and click Set password. It works for one sign-in; the person must choose their own password straight away, and any session they had is signed out.

Deactivating and reactivating

Click the deactivate icon on an active user and confirm Deactivate. They are signed out everywhere at once; their live leads go to Unassigned with history kept, pending approval steps move to their manager, unit holds are released, and the sales heads are told to reassign. A banner then sums it up (“… deactivated: n leads now unassigned, n approval steps moved, n unit holds released”) with a Reassign now button. The seat is freed.

Reactivating is the same icon on an inactive user; it needs a free seat. Users are never deleted: their history stays attached to their name.

Related

• Roles, departments and feature access
• Teams and reporting lines
• Plans and seats