Edit an existing user
Go to Admin - Security - Users.
To open a user, click the name in the User description column.
User details
Under user details, you can change the user’s information and settings.
Field | What is it used for? |
|---|---|
Username | The name the user enters to log in to Capitech Flow. The username cannot contain Æ, Ø, or Å. It is used for direct login, but not for login through the Simployer Portal or Microsoft Entra ID, formerly Azure AD. |
User description | The user’s name, usually their first and last name. |
The user’s email address. It is used for purposes such as invitations and password recovery. | |
Send invitation | Sends an email containing a link that allows the user to create their own password. The button is displayed when the user has an email address. This is for organizations that has direct login, and does not work for those with login throug Simployer Portal or Microsoft Entra ID. |
External user ID | Used for login through the Simployer Portal or Microsoft Entra ID, formerly Azure AD. If you use the Simployer Portal, select the black icon on the right and search for the person’s name. If you use Microsoft Entra ID, enter the user ID. This is normally the user’s email address, for example trine@capitech.no. |
User type | Select Ordinary. This is the standard user type for managers, superusers, and administrators. Special is used for purposes such as API users. |
Can create users | Normally set to No. Select Yes if the user is a superuser who needs to create other users. |
Access | Select whether the user should have read or write access. Managers and superusers normally have Write access. Someone who only needs to retrieve reports and will not perform tasks in Flow can have Read access. |
Change password | Can be used to set a password manually, but we normally recommend using an invitation or the forgotten password option instead. This is only used for users who log in to Flow through a company-specific link, and does not work for those with login throug Simployer Portal or Microsoft Entra ID. |
User roles
User roles give the user access to different menus and features in Flow.
To edit or remove a role, click the three dots to the left of the role, and choose the pencil to edit, or the trash can to remove.
To add a new role, click the plus icon.
Data Access
Data access is used to restrict what the user can access, such as specific departments, projects, or other dimensions.
To edit or remove user access, click the three dots to the left of the relevant row, and choose the pencil to edit, or the trash can to remove.
To add new user access, click the plus icon.
You do not need to add user access if the user should not have any restrictions.
Time approval level
Approval levels are used if the user needs to approve hours.
To remove an approval level, click the three dots to the left of the relevant row, and choose the pencil to edit, or the trash can to remove.
To add an approval level, click the plus icon.
You only need to add an approval level if the user will approve hours.
Remember to select Save or Cancel under the approval level to save or discard your changes.
Frequently asked questions
Can a username be changed?
No. A username cannot be changed after the user has been created.
Can the same email address be used for multiple users?
No. An email address can only be used for one user.
When should user status be set to inactive?
You can disable the user status and clear the Active checkbox if the user should no longer have access to Capitech Flow.
Do all managers need an approval level?
No. An approval level is only required if the manager needs to approve hours.