> For the complete documentation index, see [llms.txt](https://support.ordereazi.com/central/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.ordereazi.com/central/order-management/settings/manage-users/users.md). # Users When people share a sign-in, you can't tell who did what, and you can't shut out one person without locking out everyone. Each person who works in OrderEazi Central should have their own user. The **Manage Users** list is where you add people, link them to branches, and disable the accounts of people who have left. ### Before you start You'll need: * **The Manage Users permission:** It's in the **Settings** permission group. If **Users** isn't under **Settings** > **Manage Users**, ask your OrderEazi administrator to add this permission to your role. * **At least one role:** Every user needs a role, so set up your [roles](/central/order-management/settings/manage-users/roles.md) first. * **Space on your licence:** Your OrderEazi licence sets how many active users you can have. Disabled users don't count towards it. ### How to add a user 1. In the main menu, go to **Settings** > **Manage Users** > **Users**. 2. Select **New User**. 3. Under **User Profile**, enter the person's **Name**, **Surname**, **Email Address**, and **Contact Number**. 4. Under **Login Details**, enter a **Password** for them. 5. Under **Roles and Workflow**, choose their **User Role**. OrderEazi fills in the permissions and settings from that role. 6. In **User Workflows**, choose at least one workflow. 7. On the **Permissions** tab, tick or clear any permission that should be different for this person. 8. Select **Save**. The page shows "Account created successfully. Verification Email has been sent to the user to confirm the account email." The person gets an email titled "Verify your Account". They can't sign in until they select the link in it. The email address is also their user name, and you can't change it after you save. Their password must: * **Be long enough:** It needs at least 12 characters. * **Mix characters:** It needs an upper-case letter, a lower-case letter, a number, and a symbol. * **Not be a common password:** OrderEazi refuses passwords that appear on a list of the 100 000 most common ones. After three wrong passwords in a row, the account is locked for 10 minutes. To change anything else about the person, such as which projects they can see, see [Edit User](/central/order-management/settings/manage-users/edit-user.md). ### When you can't add a user **You've reached your licence limit:** Selecting **New User** takes you back to the list with "You have reached your maximum user limit." It's followed by how many users you have and how many your licence allows, such as "(Used 10 of 10)". Disable someone who no longer needs access, or speak to your OrderEazi representative about adding users to your licence. **The email address is already used:** The page shows "User already exists with that email address." Each email address can belong to one user only. If the person had an account before, find them in the list and enable it again (see [How to enable a user again](#how-to-enable-a-user-again)). **No role was chosen:** The page shows "No role was selected." Choose a **User Role** and select **Save** again. **The password breaks a rule:** The page says which rule. Choose a password that meets every rule above. **The person never got the verification email:** On their sign-in page they see "E-mail address has not been confirmed." Open their user, tick **Email Confirmed**, and select **Save**. They can then sign in. ### The users list The list shows each person's **Name**, **Email**, **MFA**, **Branches**, **Role**, and **Status**. **MFA** shows **On** when the person has set up multi-factor authentication (a code from an app on their phone, entered after their password). **Status** shows **Active** or **Disabled**. Use **Search users...** to find someone. Select **Export** to download the list as an Excel file. > **Note:** **Branches** is the name OrderEazi uses by default. If your organisation has renamed branches, the column and the screens below use your name instead. ### How to link a user to branches Linking a user to a [branch](/central/order-management/settings/branch-setup.md) records which part of your organisation they work for. 1. In the main menu, go to **Settings** > **Manage Users** > **Users**. 2. In the person's row, select the entry in the **Branches** column. It shows their branch, or "-" if they have none. 3. Select **Add / Remove Branches**. 4. Tick each branch the person works for, and clear any they don't. Use **Select All** to tick them all. 5. Select **Save**. The page shows "User groups updated successfully", and the **Branches** column shows the new branches. To see which projects a person can view by branch, use **View Projects By Branch** on [Edit User](/central/order-management/settings/manage-users/edit-user.md). ### How to disable a user When someone leaves, disable their user. OrderEazi doesn't delete users, so their name stays on the projects and documents they worked on. > **Warning:** Disabling a user from the list also removes them from every workflow step, alert recipient list, and document notification list they were on. It removes them as a sales assistant to other users too. Enabling them again doesn't put any of these back. 1. In the main menu, go to **Settings** > **Manage Users** > **Users**. 2. Open the menu at the end of the person's row and select **Disable**. 3. OrderEazi asks "Are you sure you would like to disable this user:" followed by their name. Confirm. 4. If the person still has open projects, OrderEazi shows **Reassign Projects**. Choose the active user who should take them over, and confirm. The page shows "User is disabled successfully!", or "Projects have been moved successfully!" when their projects were moved too. The person's **Status** changes to **Disabled**. An open project is one that isn't cancelled and has no Tax Invoice, Delivery Note, or Collection Note on it. Projects that are invoiced or delivered stay with the person who worked on them. **Example:** Sipho Dlamini leaves. He has 14 projects: 9 are invoiced and 5 are open quotes. When you disable him, you choose Thandi Nkosi under **Reassign Projects**. Thandi becomes the sales rep on the 5 open quotes. The 9 invoiced projects still show Sipho. Once a person is disabled: * **They can't sign in:** Their sign-in page shows "This account has been disabled." * **They're signed out:** If they're signed in when you disable them, they're signed out within a few minutes, usually on the next page they open. * **Their phones are signed out of the field app:** Every device paired to them stops working straight away. This only applies if your organisation uses Job Cards. * **They no longer count towards your licence:** You can add someone in their place. #### When a user can't be disabled **They manage a branch:** Choose a new manager for each branch in [Branch Setup](/central/order-management/settings/branch-setup.md) first. If you disable them on **Edit User** while they still manage a branch, OrderEazi shows "Cannot disable this user: they are still assigned as branch manager for:" followed by the branches. **They still hold job stock:** OrderEazi shows their name and "still holds job stock", followed by the products and quantities. Issue the stock to a callout and reconcile it, with the remainder returned, then disable the user. ### How to enable a user again 1. In the main menu, go to **Settings** > **Manage Users** > **Users**. 2. Open the menu at the end of the person's row and select **Edit**. 3. Under **User Profile**, clear **Disabled**. 4. Select **Save**. The page shows "User Updated." The person can sign in again with their old password. Add them back to the workflow steps and lists they were removed from when they were disabled. If your licence is full, the page shows "You have reached your maximum amount of enabled users." Disable someone else first, or speak to your OrderEazi representative. ### How to reset a user's MFA If someone loses the phone they use for multi-factor authentication, reset their MFA so they can set it up again. 1. In the main menu, go to **Settings** > **Manage Users** > **Users**. 2. Open the menu at the end of the person's row and select **Reset MFA**. This only shows when their **MFA** column says **On**. 3. OrderEazi asks "Reset MFA for" followed by their name. Select **Yes, reset MFA**. The page shows "Multi-factor authentication has been reset for" followed by their name. The next time they sign in, they set up multi-factor authentication again with their new phone. ### What Users does not do * **No deleting:** You can disable a user, but not delete one. * **No changing email addresses:** The email address can't be changed after you save. To use a new address, add a new user and disable the old one. * **One role per person:** Each user has exactly one role. To give someone extra access, tick the permissions on their user. ### Related pages * [Edit User](/central/order-management/settings/manage-users/edit-user.md): change a person's permissions, settings, and which projects they can see * [Roles](/central/order-management/settings/manage-users/roles.md): set up the roles you give users * [Branch Setup](/central/order-management/settings/branch-setup.md): set up the branches you link users to