User account management is the responsibility of the administrator, or admin user. Add users in the browser under the correct customer company. First decide whether the person needs access to the Android or iOS application, the browser application, or both, and what they need to see and do.

User account and permissions

The user account contains shared personal details, such as name and email. Separate mobile and manager accounts are added under it. Saving personal details alone does not allow the user to log in to either application.

The passwords, roles and statuses of the mobile and manager accounts are separate. Both default to Active. Not in use prevents login with that account but retains both the credentials and the user account; it does not mean deletion. Access to the other application can still be active.

A regular manager account is not an admin user. Its permissions are determined by manager user roles. Create a new admin user in the user list is a separate function.

Add a single user

  1. In the browser's main menu, open Manage user accounts → List of users and select Create new user account above the list.
  2. Fill in Name and Email on the form. Both are required and have a maximum length of 50 characters. The email address must be valid and unique within this customer company. The value in the optional Employee number field must also be unique. Select Language; the default for a new user is Finnish. Complete the necessary contact and organizational details.
  3. In the Mobile credentials section, select Add mobile user credentials and/or in the Admin portal credentials section, select Add admin portal credentials.
  4. Enter a Password and its confirmation for each new account. The password must be 8–128 characters long and contain at least one lowercase letter, uppercase letter, number and special character. The confirmation must match the password. Random generate password in the section fills in both password fields.
  5. Select Permissions (roles) in the mobile application for the mobile account and Permissions (roles) in admin portal for the manager account. The same person may need different roles in the two applications. Check both sections before saving.

If you want to start with the same password in both applications, Set the same password for both applications in the mobile account section copies it into the manager account's password fields. This does not merge the accounts: later password changes remain separate.

Mobile account Pin-code

Open Pin-code in the mobile credentials section. A random code is suggested for a new account. The form requires four digits; 0000 and 1234 are not allowed. You can change the code yourself or select Random generate pin-code in the section.

Saving the code does not automatically enable the PIN lock. The user enables the lock separately in the Android or iOS application. The PIN protects access to the application after login and does not replace the password or other login method used for the first login. See enabling the PIN lock and other authentication methods.

Workdays and hours

If necessary, check the Workdays and hours section of the form. The default for a new user is Monday to Friday, 7.5 hours per day; Saturday and Sunday are not selected. The daily time on the form can be 0–24 hours. The saved days and hours provide the starting values for the user's capacity in Work management; they are not actual hour entries or a rule for calculating automatic work time.

In the cost settings, enter either This users hourly price or This user's average hourly price, but not both. The value must be at least zero; the default hourly price is 0. Enter the average hourly earnings as a value calculated beforehand. Users work will be calculated as a cost? affects how labor costs are generated when work is completed. When costs are generated, the minutes in the entry are divided by 60 and multiplied by the hourly value entered for the user: for example, 90 minutes at €50/h produces €75.

The check for generating costs applies to the entire task or service request: at least one user's cost setting and a positive number of work hours can trigger calculations for other users' entries too, using their own hourly values. Check the costs of the work as a whole. See reviewing hours and costs. Automatic work time is configured separately using work time rules.

Save and provide login information

Create new user account at the bottom right of the creation form saves the account without emailing login information. When you enter or generate a password for a new account, the visible creation button changes to Create user account and send login information to user. It saves the account and sends the information to the account's email address. These two buttons are not continuously displayed side by side.

If you want to save the personal details first without sending an email, do so before adding credentials. Add the necessary accounts later using the same user account's edit form. The user can only log in once the credentials have been saved.

To edit an existing user, open their name in the user list. Save at the bottom right of the form saves the changes without sending login information. Leave the existing account's password and PIN fields empty if you are not changing them. If you change the password, also fill in the confirmation. The Update changes and send login information to user by email button that appears saves the changes and sends the login information you entered. It does not retrieve the old password to send it.

A successful creation or save notification does not confirm that the email was received. Ask the user to check for the message and, if necessary, check their spam folder. Confirm that the account was saved by checking the user list before attempting to create it again.

Import multiple users from Excel

User import creates new user accounts. It does not update an existing user based on their email address. Edit existing users through their own details.

  1. Select Import from Excel above the user list. Download the Template from the import window before filling in the details, or prepare rows in the same column order to copy from Excel.
  2. Keep empty columns in their correct positions too. The data columns are ordered as follows: Name, Email, Phone number, Language, Company, Employee number, Additional identifier 1, Additional identifier 2, Additional info, Account, Cost center, Mobile account, Manager account, Mobile user roles, Manager user roles. The table's row number and trash columns are not part of the Excel data.
  3. Enter Yes or No in the Mobile account and Manager account columns. An empty or unrecognized text value does not add the corresponding credentials. If both are No, only an account containing personal details is created.
  4. In the role columns, enter the exact names of existing roles of the correct type within this customer company, including the correct letter case. Separate multiple names with a comma, for example Huolto, Päivystys, if these roles exist. The import does not create roles. Unrecognized names are omitted from the role selections in the preview.
  5. For the language, enter, for example, fi or suomi. An empty or unrecognized language is imported as Finnish. If you fill in the Account or Cost center column, use an existing account number or cost center number. An unrecognized value does not create a link.
  6. Select Select Excel-file in the window, or select a row in the preview table and paste the copied Excel rows into it. In the preview, check the personal details, credential selections, roles and other links. Correct a cell by double-clicking it; delete an unnecessary import row using the trash icon on its right edge.
  7. Select Save in the import window and confirm the save. The import continues in the background even though the window closes.

The import generates a password for every account with application access. If both accounts are created on the same row, their initial password is the same. A four-digit PIN is also generated for the mobile account. The accounts default to Active. Login information is automatically sent for successfully saved accounts with application access; it is not sent for an account containing only personal details and neither type of credentials.

The Excel import does not set workdays, daily hours or cost settings. If needed, complete these in the imported user's details and save.

Check the import result

Rows are saved separately. An error on one row does not undo successful saves on other rows. An email address or an entered employee number that is already in use causes an error; also check for duplicates within the import data. The preview does not guarantee that all server checks will pass.

In the main menu, open History → Import logs. Find the user account import by its time and the user who performed it, and open its details. Check Successful rows, Failed rows and Total rows, as well as the completion time. Open the log's New items and Failed items sections and check the errors.

Refresh the user list and verify the successfully created accounts and their Mobile account and Manager account details. Correct and reimport only the failed rows. Reimporting the entire file does not update the successfully created accounts; their email addresses or employee numbers cause duplicate errors. See also checking import log results and errors.

Licenses and verifying setup

The license figures in the user list update with a delay. A regular shared user account counts as one user in use, even if it has both a mobile and a manager account. At least one of these accounts must be active. Accounts without credentials and accounts whose credentials are all Not in use are excluded from this count. Admin users and designated special accounts are treated as exceptions in the calculation.

If the list warns that the number of licenses in the contract has been exceeded, review which users are needed and check the contract terms. The warning and the count of users in use do not, on their own, confirm an automatic change to the contract or billing.

Ask the user to log in to the applications they need under the correct customer company. Android and iOS use the mobile account; the browser uses the manager account. On the first mobile login, follow any prompt to change the password. If the customer company uses a separate login service, use the corresponding login method.

Creating an account does not yet grant access to all devices, or Spots. The roles' folder and function permissions determine what the user can see and do. Joining a role may also add the user as a worker to work whose workers follow that role; these changes are processed in the background. In addition to checking login, verify that the necessary Spots and work are visible and that the user has permission to carry out their work.

If needed, see mobile user roles and folder permissions, configuring manager permissions, login and password reset, and troubleshooting a user's access problem.