Administration

A user is anyone who logs into the app with a username and password. Manage them on the Users page in the System section.

The list

Switch between Active and Archived with the two buttons at the top, search by name, username, or email, or press Group by Location to see who works where. The Import and Add User buttons only work with the right permission — without it they appear grayed out.

Adding or editing

The form is split into sections:

• Basics — first name, last name, and username. The username cannot be changed after the account is created.
• Security — when editing, leave both password boxes blank to keep the current password.
• Details — email, phone, RFID signature, and the location settings described in Limiting a user to a location.
• User Group — required. The group decides everything this person can see and do; see User groups and permissions.

Removing someone

Users are never deleted — the red button sets them Inactive so their history (orders, punches, changes) stays intact. Archived users can still be opened and edited from the Archived view, and re-activated later. The built-in admin account cannot be archived.

Tip: shop-floor people who only punch a clock or run machines may not need a login at all — see Workers vs. users — who is who.

On the user form you can tie a person to one spot in your The site location tree so they only see what is relevant to them. This keeps lists short and prevents someone at one plant accidentally working on another plant’s items.

• Location Assignment — pick the user’s home location. They will only see work orders at that location and everything below it. Leave it blank for unrestricted access.
• Filter products by location — when this switch is on, their product list is scoped to their assigned location too. Turn it off for admin-type users who need to see everything.

Filter vs. Restrict

When product filtering is on, a Filtering Mode choice appears:

• Filter — their lists start at their own area, but they can flip a “Show All” toggle and search outside it when needed. Good default for most people.
• Restrict — they are locked to their location: no toggle, no outside search. Use this for kiosk-style or single-cell users.

Additional Product Access

Sometimes one home location is not enough — a machinist may also pull from a shared stockroom. Tick extra locations in the Additional Product Access list; each one has an Include sub-locations switch if the whole branch should count. Clear All removes them in one click.

Instead of setting rights person by person, you create user groups — bundles of permissions like “Office”, “Floor Lead”, or “Maintenance” — and assign each user to one group. If a button or page someone needs is missing, their group is almost always the reason.

The groups list

On User Groups you can create a group (just a name and an Active checkbox), open one with the edit button, or delete one. Each of those actions needs its own permission, so some buttons may be grayed out for you.

Editing a group’s permissions

Open a group and you get a page of on/off switches, organized by section: Admin Dashboard, Gauging, Kiosk / IMS, ERP, Time Clock, Tasks, and Cost Accounting. There is no save button — every flip saves immediately and flashes a small Saved confirmation. A counter at the top shows how many permissions are enabled, and the filter box narrows the list as you type.

Some permissions depend on others. For example, turning on a Gauging permission pops up a notice that Gauging lives inside Inventory, offering to also enable Dashboard and Products - Manage so the group can actually reach it.

Worth knowing

• Administrator accounts (like the built-in admin) bypass all permission checks — they always see everything, no matter what their group says.
• Time Clock - Kiosk Only is special: it locks that login to the shared kiosk clock page and blocks everything else. See The shared kiosk clock.
• Data Import / Setup Hub controls access to bulk imports — see The Setup & Imports hub.
• Permission changes take effect the next time the user signs in.

The Location Hierarchy is a single shared map of your physical shop, used everywhere in the app: users are assigned to locations (Limiting a user to a location), machines and gauges live at them, and worker tasks cascade down through them. Building it well once saves confusion everywhere else.

How it is structured

Each entry has a level type: Site / Plant, Building, Department, Area / Cell, Workstation, or Other. A typical tree goes Site → Building → Department → Area → Workstation, but you can nest as deep or shallow as your shop really is.

Adding and editing

Click Add Location: only the Name is required. The optional Code is a short label (like PLT1), Parent Location places it in the tree (or “Top Level”), and Sort Order controls ordering — lower numbers appear first within the same parent. Each row in the tree has an edit button and a Deactivate button; deactivating a location with children deactivates them too, so the app asks you to confirm.

Designated Issuer Group

If you have the special-issue management permission, you will also see a Designated Issuer Group dropdown. When set, items on tool lists drawn from cabinets at this location (or any child location) can only be issued by members of that user group. The setting inherits to children unless a child overrides it.

Have a long list to enter? Users with the Data Import / Setup Hub permission see an Import button — see Importing data from a spreadsheet.

The Company Information page is where you put your company’s identity into the system — it is what suppliers and customers see on every document you send.

Company Details & Logo

Name, Tax ID / EIN, address, phone, email, and website appear on purchase orders, invoices, and email footers, so fill them in before sending your first PO. Upload a logo (JPG, PNG, GIF, WebP, or SVG — max width 400px) and it shows up on PO headers, invoices, reports, and printed documents.

Email (SMTP)

To email purchase orders directly to suppliers, the app needs your outgoing mail server. The badge on this card shows Configured or Not Configured. Enter the host, port, and encryption (TLS, SSL, or None) plus a username and password if your server requires sign-in. For Gmail, use host smtp.gmail.com, port 587, TLS, and an App Password — a regular Gmail password will not work. Set the From Email and From Name your recipients should see. After saving, a Send Test Email box appears — always send yourself a test before relying on it. When editing later, leave the password blank to keep the saved one.

Document Colors

Four color pickers — Primary, Secondary, Accent, and Text — control the look of printed POs, PDFs, and outgoing emails, with a live preview as you pick. Reset to Defaults brings back the originals.

Below the settings the page also shows a purchasing snapshot: active products, total selling value, actual PO spend, catalog margin, spend by supplier, and a 12-month PO trend.