Users and roles

A user is a person who signs in. A role says what that person can see and do. Only the main account manages users and roles.

Add a user

1. Go to Settings > Users and choose New user.
2. Enter the name and email, and choose a role. A branch and a job title are optional.
3. Leave the password empty. The user then receives an email with a link to choose their own password. If you prefer, type a first password and give it to them yourself.
4. Save. The user receives a welcome email.

The link in the email works for 60 minutes. If a user missed it or is locked out later, choose Email a password link on their row to send a new one. Users can also choose Forgot password? on the sign-in page themselves.

The line under the page title shows how many users your plan allows and how many are in use. The main account does not count. When every place is taken, the New user button disappears and the line says the limit is reached. Deactivate someone who has left, or change plan, to add more.

Deactivate instead of delete

When someone leaves, choose Deactivate on their row. They can no longer sign in, their place becomes free, and everything they did stays in the records and in the audit trail. You can activate them again later.

Delete a user only if they were created by mistake.

Roles

Your company starts with these roles. Change them, delete them, or add your own under Settings > Roles.

Role	Meant for
Underwriter	Prices risks, handles referrals and issues policies
Claims Officer	Registers and handles claims and pre-approvals
Claims Manager	Supervises claims, approves settlements and manages providers
Finance Officer	Invoices, collects, refunds, and pays claims and commissions
Sales Agent	Manages leads, customers and quotes
Customer Service	Answers customers, updates their details and logs complaints
Read-only Auditor	Can see and export everything, and change nothing

What a role can do

Open a role to see one row of tick boxes per module. For each module you choose from six permissions:

Permission	What it allows
View	Open the screens and read the records
Create	Add new records
Edit	Change existing records
Delete	Remove records
Approve	Carry out sensitive actions that have no approval chain
Export	Download lists and reports to Excel or PDF

A user without View on a module does not see it in the menu at all.

Approve deserves care. Sensitive actions, such as paying a claim or cancelling a policy, need either an approval chain or this permission. See Approval chains.

Default notifications of a role

At the bottom of a role you choose which notifications its users start with. New users with the role get these settings, and you can still change them for each person. See Notifications and email.

The main account

The main account is not tied to a role. It can do everything inside the company, sees every approval request and can approve any of them. There is one main account per company.

Branches

If you have several offices, list them under Settings > Branches. Users, customers and quotes can then be linked to a branch, and lists can be filtered by it.