Adding and managing users

Everyone who uses LockLedger has a login that an Admin creates. This guide covers the whole life of a login: adding someone, giving them a site and a role, turning them off when they leave, and what to do when someone needs a new password. Every screenshot comes from a real company in the app, so what you see here is what you will see.

3:01

Who can do this

Admins and Managers can open Users. Techs and Operators cannot. An Admin sees everyone in the company and can give any of the four roles. A Manager sees the Techs and Operators who share one of their sites, and can only give those two roles.

Admin

Full control of the company, including the Users screen.

Manager

Looks after the Techs and Operators at their own sites.

Tech

Does the maintenance work: tickets, time and lockouts.

Operator

Reports problems. Operators do not count as paid seats; the other three roles do (see Billing and subscription).

1. Add someone

1. 1

   Open Users

   On the Admin home screen, press the Users tile. Everyone in your company is listed on the left. Select a person to see their details on the right.

   

2. 2

   Press New User and fill in the person

   Type their First Name, Last Name and Email, and choose their Role. Use an email address the person can open, because the setup link goes there. The email address cannot be changed afterwards.

   

3. 3

   Press Create User

   LockLedger creates the login and emails them a link to set their own password. They cannot sign in until they use it, and the link works once. A message says Email sent; close it when you have read it. To add the next person, repeat from the previous step.

   

2. Give them a site and a role

1. 1

   Open the person, press Edit, and pick their site

   A new person starts with no site. Select them in the list, press Edit, and press their site under Sites so it is highlighted. Pick every site they work at: people work at the sites you give them. Then press Submit.

   

2. 2

   To change a role, pick the new one and press Submit

   Select the person, press Edit, choose a different Role, and press Submit.

   

The rest of a person's page

Active

Yes while they work for you. No turns the account off (next section).

Email: Ticket Assigned and Email: PM Reminders

Whether they get an email when a ticket is assigned to them, and when a PM is due.

Email: Portal Requests

Shown only for Admins and Managers: whether they get an email when someone sends a request through the QR portal.

Hourly Rate

Leave it empty to use the company default.

3. Turn someone off

When someone leaves, turn their account off instead of deleting it. Everything they did stays on record, so their tickets, labor and lockouts still show who did them. You cannot turn off your own account.

1. 1

   Set Active to No and press Submit

   Select the person, press Edit, set Active to No, and press Submit.

   

2. 2

   Press All to see inactive people again

   The list shows only active people. Press All to include the inactive ones; the button shows how many there are. Inactive people are tagged INACTIVE.

   

4. Passwords

You never choose or see anyone's password, with one exception: Emergency Reset, below. Normally a person sets their own from an emailed link.

1. 1

   Press Reset Password to email a new link

   Select the person and press Reset Password, then Send Reset Email. They get a link to choose a new password. Their current password keeps working until they use the link.

   

2. 2

   One email a day

   LockLedger sends at most one of these emails to a person each day. If one already went out today, you see Already sent today instead of a new send. A brand-new account counts, because its setup email was sent today. Ask them to check their inbox and spam folder, or try again tomorrow.

   

3. 3

   If they cannot wait, press Emergency Reset

   The message above offers Emergency Reset, and it is also on the person's page. Their current password stops working at once. Press Show Password in the confirmation.

   

4. 4

   Hand over the temporary password

   The temporary password appears once, in a window titled Temporary password, with a Copy button. Closing the window is the last time you can see it. In this screenshot it is blurred. They are required to set their own password the moment they sign in.

   

5. Fix a mistake

An email address cannot be edited after the person is created. If you typed it wrong, delete the account and add the person again. In this example the email is missing a letter.

1. 1

   Select the person and press Delete

   Select them in the list and press Delete. This only works for someone with no ticket, labor or lockout history, and never for your own account. The button is not there for anyone else; turn them off instead.

   

2. 2

   Confirm

   The window says this removes their login and profile completely and cannot be undone. Press Delete to confirm.

   

What the new person sees

Most people use the emailed link, which opens a Set your password screen where they choose a new password. The screens below are what a person sees after an Emergency Reset, when they sign in with the temporary password.

1. 1

   They sign in with the temporary password

   At the sign-in page they enter their Email and the temporary password.

   

2. 2

   LockLedger asks them to choose their own

   The account is still on the temporary password, so the next screen is Set your own password. They cannot go on until they choose one.

   

3. 3

   Choose a new password and press Set new password

   They type the temporary password as Current password, then a New password and the same again under Confirm new password. It must be at least 10 characters; longer beats complicated. A password that has shown up in a known data breach, or that is the same as the current one, is refused.

   

4. 4

   They land on their home screen

   After that they sign in with their own password as normal. A Tech lands on Open Tickets.

   

If someone asks to join

People join your company when an Admin adds them, as above. If anyone has asked to join, Admins also see a Requests to Join panel above the user list, with Approve and Reject buttons. Approving asks for their role and starts on Operator, so a careless click never gives anyone a paid seat or Admin rights. Managers do not see this panel.