Managing Users

Manage your list of system users, within OneBoxBM, using the user manager.

• Usernames must be unique.
• An email address isn't required, but if specified it must be unique.
• User accounts are linked to employees; not every employee needs an account, but an account cannot exist without an employee.
• The number of active users you can have at any one time is limited by your subscription.
• For additional security users may be asked to provide a pin upon login.
  • If the user is using static 2FA/MFA then they will be required to enter their pin upon login.
  • If the user is using dynamic 2FA/MFA then they will be sent an email with a unique pin when trying to login from an unrecognised device.
• Closing the users account will simply delete the employees account details; any other data will remain untouched. In most cases, you'll only want to close the account if the employee has left the business.
• In order to manage users, you must be granted access to do so.

Creating a new user

1. Navigate to the 'Admin' area using the system menu.
2. Expand the 'Users' section and find the item with the header 'Users'.
3. Click/press the button 'Manage' and select the 'Users' option.

As user accounts are tied to employees, you will need to either create a new employee or select the relevant employee from the list.

If the employee doesn't exist then:

1. Click the 'New' button near the top left of the dialog/window.
2. Fill in the employee details.
3. Click/press the 'Save & Close' button.

If the employee does exist:

1. Find the employee in the list and click/press the 'Edit' button.

Now that we have our employee record open, we can start creating the user.

4. Click/press the 'New' button under the 'Account Details' section.
5. Enter the user's unique username.
6. Enter the user's email address.
   • This isn't strictly necessary, but it will be required if you wish to enable dynamic 2FA/MFA.
7. Either set the users password or leave the generated password.
   • If the user has an email they will be prompted to set a password when they receive their notification email.
   • If user doesn't have a password then you may want to set a different password or make a note of the generated one.
8. If the user doesn't have an email you will also need to enter a pin number as this will be required under certain circumstances (see the key points at the top of the article).
9. Only active users will be able to access the system; If your in the process of setting up the system then you may want to leave the 'Is Active' checkbox unchecked.
10. Should you wish to send an email to the user upon creation of their account then you can check 'Send Email Notification' however it is likely that you will want to set their permissions first so you will probably want to leave this unchecked.
11. Click/Press the 'Save' button.

Updating an existing user

1. Navigate to the 'Admin' area using the system menu.
2. Expand the 'Users' section and find the item with the header 'Users'.
3. Click/press the button 'Manage'.
4. Once the dialog/window has opened, find the record you want to change and click/press the 'Edit' button.
5. Click/press the 'Update' button under the 'Account Details' section.
6. Make the required changes.
7. Click/Press the 'Save' button.

Closing a user account

1. Navigate to the 'Admin' area using the system menu.
2. Expand the 'Users' section and find the item with the header 'Users'.
3. Click/press the button 'Manage'.
4. Once the dialog/window has opened, find the record you want to change and click/press the 'Edit' button.
5. Click the 'Close Account' button at the bottom of the dialog.
6. When prompted click/press the 'Close Account' button on the confirmation dialog.