Add user form

This popup form can be accessed via the add menu in the top header area of the organisation view page, as shown in Figure 1. Alternatively you can access the add popup form at the bottom of the Users tab at this same view page, as shown in Figure 2.

Figure 1 – Access via add menu 

 

Figure 2 – Access via user tab

This popup is shown in Figure 3 and is used to add a new user for the selected organisation.

Figure 3 – Add user form

In Figure 3 above, the form has been broken down into three sections:

Section 1	Username*:This is where you put the username for the new user you want to add. The username must be unique across the whole system. If you type in a username which is not unique you will be given a warning message. Normally a user’s email address is used as their username to ensure that it will be unique.
Section 2	These are the tabs that you can cycle through to edit each section of the user. When you navigate to a new tabbed view in this popup, any information entered in Section 3 from the previous tabbed view will be saved. This means you do not need to click on any buttons to save each tab, but can instead click on the Add button at the bottom of the popup when you wish to add your new user with the set details.
Section 3	This information will change as you cycle through the tabs shown in Section 2, and the available fields will change accordingly. A breakdown of the field information for each tab is provided below.

Tab breakdownThe following information provides a breakdown of each of the tabbed views that may be available for you to set the user’s details under each section.

 Details

Figure 5 – Add user details tab

The details for the user can be assigned by clicking on the tab indicated in Figure 5 above. Each of the fields available to be customised in this tabbed view are described in the following table:

Department:	Enter the user’s department here, for example R&D.
Title:	Enter the user’s title here, for example Mr.
First name:	Enter the user’s first name here, for example John.
Initials:	Enter the user’s initials here, for example JS.
Last name:	Enter the user’s last name here, for example Smith
New password:	Enter the new user’s login password here. Although you can add a user with no password that user will not be able to log into Psoda until a valid password has been set for them.
Repeat new password:	Repeat the login password here to check that it was typed correctly.
Password expired:	Select this check box if you want to set the user’s password as expired and so that it must be changed after the first time the new user logs in.
Line manager:	Select the line manager for this new user from the drop-down list. When this user submits timesheets or leave applications they will be allocated to the selected line manager.
Custom fields:	The form may include a number of custom fields that were added by your administrator(s) specifically for your organisation.
Start date:	Enter the date that the user will start using one of the preset date formats or select the date using calendar control. If the user’s status is set to New then Psoda will automatically change them to Active on their start date.
End date:	Enter the date using one of the preset date formats that the user will no longer need access to Psoda, for example if the user is leaving the organisation. You may also select the date using calendar control. If the user’s status is set to Active then Psoda will automatically change them to Suspended at the end of their end date.
Status:	This field will only be visible if you have sufficient access rights. This drop-down list can be used to select the initial state for this user. Refer to the users help page for details on the different states.

*The username and password fields are mandatory, but all others are optional.

Contact details

Figure 6 – Add user contact details

The contact details for the user can be assigned by clicking on the tab indicated in Figure 6 above. Each of the fields available to be customised in this tabbed view are described in the following table:

Address:	Enter the user’s physical address here.
Country:	Select the user’s country from this drop-down list.
Telephone number:	Enter the user’s direct dial telephone number here, for example +64 1 234 5678
Mobile number:	Enter the user’s mobile or cellphone number here, for example +64 21 123 4567
Email address:	Enter the user’s email address here, for example john.smith@psoda.com – This field is required for the user to receive email alerts and notifications as well as logout and password reset emails.

 Settings

Figure 7 – Add user settings tab

The settings for the user can be assigned by clicking on the tab indicated in Figure 7 above. Each of the fields available to be customised in this tabbed view are described in the following table:

Timezone:	Select a timezone for the new user using this drop-down list. This timezone will be used to display all timestamps in the system when this user is logged in. By default the timezone is set to UTC.
Notification language:	Select the new user’s preferred language using this drop-down list. This language will be used when sending email alerts or notifications to the user.
Standard hours per week:	This setting is used to highlight the new user’s timesheets when they have not logged their standard hours per week yet.
Daily rate:	This field will only be visible if you have sufficient access rights. Set a daily rate for this new user here. The rate currency can be changed by editing the organisation details.
Hourly rate:	This field will only be visible if you have sufficient access rights. Set an hourly rate for this new user here. The rate currency can be changed by editing the organisation details.
Cost code:	Enter the cost code related to this user here. This code can be included in data exported to a Financial Management Information System to identify this user.
Leave allowance*:	This field will only be visible if you have sufficient access rights. Set the yearly leave allowance for this new user here. The yearly allowance will be divided by 12 and added to the user’s available leave automatically every month.
Leave available:	This field will only be visible if you have sufficient access rights. This field shows the leave available for this new user. The allowance for the user will be added every month and any approved leave will be subtracted from this number.
Sick leave allowance:	This field will only be visible if you have sufficient access rights. Set the yearly sick leave allowance for this new user here. The yearly allowance will be divided by 12 and added to the user’s available sick leave automatically every month.
Sick leave available:	This field will only be visible if you have sufficient access rights. This field shows the sick leave available for this new user. The allowance for the user will be added every month and any approved sick leave will be subtracted from this number.
Over contracted running balance:	Set the current running balance for over contracted hours here.
TOIL approved:	Set the running balance for TOIL hours that have been approved here.

 Security

Figure 8 – Add user security tab

The security for the user can be assigned by clicking on the tab indicated in Figure 8 above. Each of the fields available to be customised in this tabbed view are described in the following table:

Groups:	This field will only be visible if you have sufficient access rights. This field will only be visible is more than one group is defined for the organisation. You can select more than one group using the shift or CTRL keys. The user will be added as a member to every group you select. If you want to de-select a group, select the highlighted group while still holding the shift or CTRL keys. If only one group is defined for the organisation then every new user will automatically be added as a member of that group.
Licence selector:	This field will only be visible if you have sufficient access rights. This area is used to select the licences this new user can have read or write access to or no access at all. For details on each of the licences see the help page for the licence selector.
Ignore IP address:	A security feature of Psoda is to immediately log a user out if their session IP address suddenly changes. This could happen if a potential hacker is trying to impersonate that user. Networks with proxy servers or NAT facilities may present multiple IP addresses to the internet. This could cause a ligitimate user to be logged out from time-to-time. If this is happening try to select this check box so that Psoda will ignore changes in the IP address.

 Notes

Figure 9 – Add user notes tab

The notes for the user can be assigned by clicking on the tab indicated in Figure 9 above.

Here you can enter some extra notes about this new user.Once you are happy with your entries click the “Add user” button at the bottom of the form. This will add a new user with the details that you supplied.The new user can be viewed in the Users tab asset listing at the parent organisation’s view page, as shown in Figure 10.

Figure 10 – View from Users tab

Click the “Cancel” button if you no longer want to add a new user.