User Access Setup Tutorials

Users are managed in the Users module, which only Admin users can open. Each user must have a role and a linked contact (see Understanding User Access and Settings).

💡These tutorials explain how to add users, link contacts, change languages and grant, copy or remove user access, including for Custom Reports.

Navigation Example

Main Menu > Setup > Users

How to Add a User

Warning
  • Update Users:
    • Adds/updates active users.
    • Deletes inactive users and all their settings if those users are not linked to transactions or Service Manager tickets. For example, if you delete all the transactions to start a new database, you can run this action afterwards to clear out unnecessary users in the new database.
    • Changes the status of users who are linked to transactions or tickets to Inactive.
  • If a user logs in by themselves for the first time, they are automatically added as an Admin if they are the first user in the database, and as a User if not. An Admin must give a User access to the modules.
  1. Navigate to the Users interface.
  2. Click Actions (button) > Update Users.
  3. Confirm the action on the popup.
Note

This link is needed for Timekeeping to work correctly, especially on the Mobile app.

  1. Create a new Contact for the user.
  2. Navigate to the Users interface.
  3. Click Edit (button).
  4. Click Refresh (button) on the top menu row.
    • Note: If the button is not there, you must restart BOS to refresh the data.
  5. In the row of the applicable user, click the Contact column.
  6. Select the contact from the dropdown list.
  7. Click Save (button).

How to Change a User’s Language Selection

Note
  • If you select English, the user can only see English. If another language is selected, they can toggle between the selected language and English.
  • If a new language is selected, QuickEasy BOS must be restarted before the interface switches to that language.
  1. Navigate to the Users interface.
  2. Click Edit (button).
  3. Under the Language column, select a different language from the dropdown list.
    • Note: The dropdown list contains the languages assigned to the organisation when you sign up for QuickEasy BOS. If you need more languages, contact QuickEasy.
  4. Click Save (button).
    • Note: You are prompted to restart the application.

How to Grant User Access

  1. Navigate to User Access.
  2. Right-click a Username and select View/Edit User Access.
  3. Click Edit (button) if it is not blue.
  4. Set the access rights for each transaction and report as follows:
    1. Entity = Select an entity from the dropdown list to restrict the user’s access to that entity, or allow access to all entities.
      • Note: For a Transaction Type or Service Type, the list shows registered entities, branches or tills, depending on the type’s Enable Entities setting, and the column caption changes to match (Entity, Branch or Till (PoS)).
    2. View = Select one of these options (for Reports (List Views) there is only a checkbox: check it to let the user view the report):
      • None: The user has no access at all.
      • All: The user has full access to view the transactions or reports (List Views).
      • Own (User): The user is restricted to entries created by that user.
      • Own (Rep): The user may only view entries where they are the assigned rep.
      • Own (Resource): Timekeeping only. The user may only view the timekeeping entries where they are the resource.
    3. Setup = Check the box to allow the user to access the Settings tab (e.g. Transaction Types, Statuses).
    4. New = Check the box to allow the user to create transactions. The user must also have Edit rights.
      • Note: Unchecking this option does not stop the user from copying other transactions to create transactions.
    5. Edit = Check the box to allow the user to edit the reports (where available) or the transactions. The user must also have View rights.
    6. Delete = Check the box to allow the user to delete entries on reports or delete transactions. The user must also have View rights.
    7. Hide Costs = Check the box to hide the cost, markup and profit columns from the user (Transaction Types only). Applies only to Transaction Types with the Pricing setting Sell Price or Sell Price (Any Currency). Unchecked by default.
    8. Edit Prices = Uncheck the box to stop the user from changing the prices on the items (Transaction Types only). Checked by default.
  5. Click Save (button).

How to Copy User Access

Warning

You can copy access rights from one user to another to speed up allocating access rights. The copy replaces all the existing access rights of the user you copy to.

  1. Navigate to User Access.
  2. Right-click a Username and select View/Edit User Access.
  3. Click Actions (button) and select Copy Access from another User.
  4. Select the Username in the dropdown list next to Copy Access From.
  5. Click Copy (button).
  6. Confirm the copy on the popup.
    • Note: The copy includes Hide Costs and Edit Prices.

How to Remove User Access

  1. Navigate to User Access.
  2. Right-click a Username and select View/Edit User Access.
  3. Right-click the module and select Delete.
    • Note: To change only some of the access rights, edit the fields instead.
  4. Confirm the deletion on the popup.
    • Note: You can also remove modules by clicking Actions (button) > Add/Remove Modules and moving all the modules from the Selected section to the Available section.

How to Add Modules to a User’s Access

  1. Navigate to User Access.
  2. Right-click a Username and select View/Edit User Access.
  3. Click Actions (button) > Add/Remove Modules.
  4. Using the navigational arrows in the middle of the two sections, move the applicable modules from the Available section to the Selected section.
  5. Click Save (button).
  6. Close the popup.
  7. Set the user’s rights for the newly added modules as needed.

How to View and Edit User Access by User

  1. Navigate to User Access.
  2. Click Actions (button) > View/Edit User Access by User.
  3. Select the applicable user from the dropdown list of users.
  4. Click Edit (button) if it is not blue.
  5. To change several records at once, select them (use Ctrl + left-click to select more than one).
  6. Click Actions (button) > Batch Update.
    1. Select one of these options from the Batch Update dropdown list:
      • View
      • Setup
      • New
      • Edit
      • Delete
      • Hide Costs (Transaction Types only)
      • Edit Prices (Transaction Types only)
    2. Check or uncheck the box next to it to change the access right (checked = access allowed).
    3. Click Update (button).
      • Note: The View option grants All or None access only.
  7. Click Save (button).

How to View and Edit User Access by Module

  1. Navigate to User Access.
  2. Click Actions (button) > View/Edit User Access by Module.
  3. Select any module from the dropdown list of modules.
  4. Click Edit (button) if it is not blue.
  5. To change several records at once, select them (use Ctrl + left-click to select more than one).
  6. Click Actions (button) > Batch Update.
    1. Select one of these options from the Batch Update dropdown list:
      • View
      • Setup
      • New
      • Edit
      • Delete
      • Hide Costs (Transaction Types only)
      • Edit Prices (Transaction Types only)
    2. Check or uncheck the box next to it to change the access right (checked = access allowed).
    3. Click Update (button).
      • Note: The View option grants All or None access only.
  7. Click Save (button).

How to Grant Users Access to Copy Transactions

Note
  • Every Transaction Type has a setup where users can copy the transaction to duplicate it or create a different transaction (known as Copy Rules).
  • Users’ rights must be granted for every Copy Rule.
  1. Navigate to User Access.
  2. Right-click the applicable User and select View/Edit Transaction Copy Rules.
  3. Move the Copy Rules you want to grant access to from the Available to the Selected section using the arrows.
  4. To revoke access, move the Copy Rules from the Selected to the Available section.
  5. Click Save (button).
  6. Close the popup by clicking the X in the corner.

How to Grant Users Access to Custom Reports

  1. Navigate to User Access.
  2. Right-click the applicable User and select View/Edit Reports Access.
  3. Move the reports you want to grant access to from the Available to the Selected section using the arrows.
  4. To revoke access, move the reports from the Selected to the Available section.
  5. Click Save (button).
  6. Close the popup by clicking the X in the corner.

How to Grant Users Access to Copy Service Tickets

Note
  • Every Service Type has a setup where users can copy the ticket to duplicate it or create a different ticket (known as Copy Rules).
  • Users’ rights must be granted for every Copy Rule.
  1. Navigate to User Access.
  2. Right-click the applicable User and select View/Edit Service Copy Rules.
  3. Move the Copy Rules you want to grant access to from the Available to the Selected section using the arrows.
  4. To revoke access, move the Copy Rules from the Selected to the Available section.
  5. Click Save (button).
  6. Close the popup by clicking the X in the corner.

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