An admin user manages Spotilla in a browser. Admin users have extensive permissions to manage users, permissions, Spots and tasks, for example. A regular manager's permissions are determined by the manager roles assigned to them.

One admin user can be designated as the primary admin user. They can create other admin users up to the permitted maximum and transfer primary status to another admin user. These instructions cover management in a browser.

Create an admin user

Sign in to the correct customer account as the primary admin user. Open Manage user accounts → List of users from the main menu and select Create a new admin user above the list. This is separate from creating a regular user.

If the maximum number of admin users has been reached, a message showing the number of admin users created and the maximum number opens instead of the form. First, determine how many admin users are needed and check the service contract terms. If the create button is not visible, check that you are signed in with the primary admin account.

  1. Enter the Name and Email. The email address is the login ID: it must be valid and unique within the customer account. The name and email address can each be up to 50 characters long.
  2. Enter the required Contact email. This is the contact address to which the new admin user's login credentials are sent. It can be different from the Email used to sign in.
  3. Enter a Password and the same value in Confirm password. The password must be 8–128 characters long and contain at least one lowercase letter, one uppercase letter, one number and one special character. You can also fill in both fields by clicking Random generate password.
  4. Complete the other user details as needed. If you enter an employee number, it must be unique within the customer account. The default language for a new user is Finnish.
  5. Click Create new user account at the bottom of the form.

Creating the account saves the admin account and starts sending the login credentials to the contact email address. A successful save alone does not mean that the message has been received. Check the list of users for the new account before trying to create it again, and ask the user to check their spam folder as well. Make sure they can sign in through a browser to the correct customer account and use the functions they need. If necessary, see Signing in and resetting your password.

An admin user's browser access does not itself create mobile credentials for the Android or iOS app. For information on adding regular users and app-specific permissions, see Adding and importing users.

Select or change the primary admin user

Open Settings from the browser's main menu, then open the Contract contacts tab. The current selection is shown in the Primary admin user field. Select a successor and click Save on the tab. Reopen the tab and check the saved selection.

The selection list shows admin users created in the customer account who have a contact email address. If the appropriate person does not appear, check their contact email address in their user details. If a primary admin user has already been designated, only they can transfer the status. If no primary admin user has been selected yet, an admin user can make the initial selection.

Primary status is selected separately from the contract, billing and technical contacts. Before deleting the current primary admin user, transfer the status and make sure the new primary admin user can sign in.

Delete an admin user

First, identify the user's unfinished work, responsibilities and other dependencies, and arrange for someone to take them over. Deletion does not automatically transfer responsibilities or mark work as complete. For example, an open time tracking entry or another dependency may prevent deletion. For detailed preparations and handling dependencies, see Ending a user's access and deleting a user.

Open the user from the List of users page, click Delete user at the bottom of the user form and confirm the deletion. You can also use the trash icon in the user's row in the list. If deletion is blocked, resolve the reported dependencies and try again. Finally, refresh the list and check that the deleted user no longer appears.

Deleting the entire user account removes its associated app credentials and, among other things, the user's resource settings. Time entries and signatures may remain, but their link to the user is cleared. This can affect how the name is displayed and information filtered by person. Check the necessary history and reports before and after deletion.

If you only need to block access, locking the user account is a separate action: the account and its data are retained. The status of an individual app permission is also separate from deleting the entire account. The button for removing an admin user's browser access is not shown as it is for a regular manager account. See the access termination guide linked above for the effects of locking, external login and deletion.