Administration
Users, employees, branches and periods
Learn how to invite users, add employees, edit a branch card, and close and reopen a period; written for the Customer Admin who manages the account.
This page covers the administration side of your account: the users who can sign in, the employees records are entered for, the branches and the monthly periods. Most of these screens are edited only by the Customer Admin.
Inviting a user
- On Users, press Invite user.
- Enter the e-mail (it becomes the username and cannot be changed later), the full name, the role and the branch.
- Press Send invitation; the user receives an e-mail to set a password.
| Role | Branch selection |
|---|---|
| Customer Admin, Accountant | All branches; no selection needed |
| Coordinator | At least one branch |
| Branch Manager | One branch |
| Sales Representative | One branch and the employee record to link |
If the e-mail did not arrive, use Resend invitation. Deactivate blocks a user from signing in and Activate lets them in again.
Employees
An employee is the person records are entered for in Data Entry; they do not need a login. On Employees, press Add employee and enter the full name and the branch. A Branch Manager and a Coordinator manage the employees of their own branches only. A deactivated employee disappears from the forms but past transactions are kept; if a linked user is still active, deactivate the user first. If you change an employee's branch, old transactions stay in the old branch.
Branches
Branches are defined during setup. On Branches, only the Customer Admin edits the branch card (name, province, segment, opening date); the branch code is derived from the name and is shown on the card. The working days of a branch opened during the month are counted from the opening date, and a future date can be entered for a planned opening.
Periods
Periods are monthly and come from the template's calendar. On Periods, the Customer Admin closes a period that has ended.
- A period cannot be closed before it ends.
- Choose Close period. The screen warns you about transactions still Pending and branches without targets.
- Confirm: transactions, targets and imports for the period are no longer accepted, the premium calculation is stored and the entitlements are created.
Reopen makes the period editable again, but a period with a collection or payment recorded on its entitlements cannot be reopened.
Before closing
If the period has Pending transactions, they cannot be made Active in it once it is closed. Review the pending ones first.
Related: Roles and permissions. To read from the start, go back to Getting started.