User Management

Manage your team's access to QOBooks and QOTrack.

Overview

The User Management module allows administrators to invite new staff, manage their profiles, and assign them to specific branches.

Actions

1. Creating a New User

1. Navigate to Accountant > Users (or Settings > Users).
2. Click the Add User button.
3. Fill in the Full Name, Email Address, and Phone Number.
4. Assign Branch: Select the primary branch this user will operate from.
5. Assign Role: Choose a predefined role (e.g., Accountant, Sales Agent).
6. Set Password: Provide a temporary password for their first login.
7. Click Save User.

2. Viewing and Searching Users

• Use the Search Bar to find users by name, email, or phone.
• Filter by Branch or Role to narrow down your list.
• Click on any user's name to view their full profile and activity log.

3. Updating a User

1. Find the user in the list and click the Edit icon (or click their name and choose Edit).
2. Update their contact details, branch affiliation, or role.
3. Changing Passwords: You can manually reset a user's password from the edit screen.
4. Click Update User to save changes.

4. Deactivating Users

If an employee leaves, do not delete their record (to preserve the audit trail). Instead:

1. Open the User's Edit screen.
2. Toggle the Status to "Inactive".
3. Click Update.
4. Effect: The user will immediately be logged out and prevented from logging back in.

[!IMPORTANT] Audit Trail: Every action taken by a user is logged. If you deactivate a user, their name will still appear on all previous invoices or bills they created.