Finding and managing users

The user list down the left of the Users screen is fine for a handful of people. Table View is what you want when there are more.

Table View

Table View, above the list, redraws everyone as a table with a column per field.

Users → Table View

The button is labelled with the view you are going to, so Simple View brings you back to the list.

Users → Table View

• Search by Name, Username finds a person by either. It is the fastest way in when you know who you are looking for.
• Status narrows the table to Active or Inactive people. On All everyone is listed, whatever their status — which is the difference between this and the Show Inactive Users tick box in Simple View.
• Columns Selected chooses which columns the table carries. Turn off what you never read and the table gets narrower.
• Users and Group switch between the individual people and the groups.

The columns tell you at a glance what each person is: their Type, whether their status is a tick or a cross, and whether Live Tracking is on for them. The pencil on the row opens them for editing and the bin deletes them.

Editing someone

Edit User, in the corner of a person’s record, opens everything on it — their details, their shift, their wage, their permissions. Update saves the changes.

A username can be changed like anything else, but tell the person before you do it. They will be signing in with it.

Making someone inactive

Set a person’s Status to Inactive and they can no longer sign in. Their work, their attendance and their payment history all stay exactly where they are.

Inactive people drop out of the user list until Show Inactive Users is ticked, which keeps the list to the people working today without losing anybody’s record.

This is what to do when somebody leaves. Deleting them is not.

Deleting someone

The bin in the corner of a person’s record removes them from the account.

Make people inactive rather than deleting them. An inactive user keeps their history — the jobs they did, the hours they logged, the months they were paid for — and that history is what you will want the next time a job they worked on comes back. Delete only the account that should never have existed: the duplicate, the test user, the person who was set up and never started.