Users are discrete identities authorized to log into a business hosted in either the server or cloud editions of Manager. They might be individual persons; or, they might be groups of coworkers sharing an account. They are granted permissions by an administrator consistent with their assigned duties. Creation and management of users are covered in this Guide. Assignment of user permissions is covered in another Guide.
Administrator users have full access to everything. They can create new users, set permissions for existing users, enable new tabs, create and review all reports, and adjust settings. There are two types of administrator users:
Administrator users will have access to all businesses under the server or cloud account. Therefore, they should not be created to administer a single business when multiple businesses are hosted under one account, such as by an accountant or bookkeeper. Instead, a restricted user with full access should be created. (See below.)
To set up a new administrator, you must first be logged in as an administrator user. Go to the Users tab at the top of the Manager window, then click New User:
Enter the administrator’s
Password. Select Administrator in the dropdown box for
Role. Click Create:
Password are case sensitive.
The administrator of a cloud account creates Kristin as a second administrator user:
Restricted users have limited authority within a single business or multiple businesses. You can control not only what they can see, but also what they can do, in great detail. Typically, you should create most new users as restricted users. When creating a restricted user, select Restricted user in the
Role field. Then select businesses they should have access to. Multiple businesses can be selected.
Kristin (created in the example above as an administrator user) now has control over two businesses: Northwind Traders and Brilliant Industries. These business share common ownership, but are separate legal entities. She creates Jeffrey as a restricted user for both:
Kristin also creates Aminata and Jennifer as restricted users for Northwind Traders only.
When restricted users are created, administrator users can see them under the Users tab with the names of businesses to which they are allowed any form of access.
Kristin returns to the Users tab to review identities and access for all users on the account:
Modify user names, usernames, passwords, and business access by clicking on a name under the Users tab. You will be returned to the user form where you originally created the user. Edit and update the user there.
Administrator users can impersonate a restricted user by clicking Impersonate. Doing so bypasses the restricted user login process and allows the administrator to see and do what the restricted user can.
After impersonating a restricted user, you cannot return to the Users tab, because restricted users cannot see that tab. You will need to log out as the restricted user. However, you will automatically be logged back in as the administrator user.
Manager will not prevent an administrator from creating duplicate users. However, the program will highlight duplicate usernames in red to help find and correct problems.
Kristin creates a second user with the
Name Jeffrey and
Username jeffrey. But she does not yet assign the second one to any business:
The presence of duplicates does not necessarily indicate a problem. For example, unrelated businesses hosted under a common server or cloud account may actually have users with identical names and may desire the same usernames to be assigned. While such a situation could be confusing, assignment of the restricted users to different businesses should generally resolve any problem.