Pathway: Setup > System > User
The User Setup screen manages the setup and activation status of all user accounts. In here, roles and division access can be added and removed from a user's account. This tool provides an option to filter the User Setup screen by department and automatically hides inactive accounts by default.
Users - Active vs Inactive and Licensing
The number of active accounts allowed is based on the number of licenses granted defined in your contract. The totals are indicated in the top left corner of the page.
An active account allows users to access and use associated tools and features, while an inactive account indicates deactivated access.
An active user with the specific role of Helper, Crew Member, or Labor/Technician is not included in the active count with respect to licenses. The permissions associated with these roles are:
- Permission ID 313 - Assignable as Crew Member or Labor/Technician
- Permission ID 328 - Assignable as a Route Helper
If the active count is greater than or equal to the licensed count then you will not be able to add a user or change an inactive user to active. If this is the case, the error message shown below is displayed indicating you've reached the licensing limit and to please contact Navusoft Sales at sales@navusoft.com or 1-713-338-2222.
Add a New User
User accounts can be created with or without login access. Login access is determined by the Login Type selected when the account is created. This provides greater control over the active licensed user count by allowing accounts to be created without login access for users, such as Route Helpers, who do not need to log in to the system.
The following process applies to creating new Standard User accounts. A Standard User account provides login access to Navusoft and is included in the active licensed user count.
The following process outlines how to create a placeholder user account without login access. Placeholder user accounts are not included in the active licensed user count and may be used for roles such as Helpers and Sales Reps who need to be referenced within the system but do not require login access and therefore do not count toward the licensed user limit. If a placeholder user later requires login access, the existing account must be inactivated and a new Standard User account created. If a Standard User account has never been logged in to, it can be changed to a placeholder account without login access by clicking Remove Login From User on the Edit User screen. This button is available only for users who have never logged in and is displayed alongside the red Never Logged In indicator. ⚠️ Once a user has logged in, the account cannot be changed to a placeholder account. Instead, the existing account must be inactivated and a new placeholder account created. To identify user accounts that have never logged in and can be changed to a placeholder account, review the Last Login column on the User Setup screen. For accounts without a Last Login date, double-click the applicable row to open the account, then select Remove Login From User. Users may also change their default app color from their User Profile.
* Users can temporarily change their homepage view by right-clicking on the Home module and selecting another option. Users may also permanently change their default homepage from their User Profile.
Roles are groupings of permissions users must be assigned to work within the Navusoft application. Roles are created and maintained by a system administrator and display under the Roles tab in a user's account. To view and edit the permissions a role includes, navigate to Setup > System > Role.
Permissions may be active in more than one role; meaning, a user may be removed from a role but will retain access to a tool if another role assigned to their user account includes the permission. Consider reviewing roles and their permissions periodically to prevent unauthorized access and ensure proper security measures are maintained. Divisions represent distinct operational locations, regions, or municipalities where a company serves its customers. They allow companies to effectively cater to specific areas. For instance, a waste management company may establish a division in Houston to serve residents there, while maintaining another division in Austin for the Austin residents. Each division is associated with a user's account, granting them access solely to the information pertaining to that particular division.
To prevent unauthorized access from employees who have left, an employee's user account should be inactivated upon their employment end date. Consider also removing an inactive or terminated employee from the Roles and Divisions to which they are assigned.
Note: By default, inactive accounts are hidden. Uncheck the 'Hide Inactive' check box from the top of the User Setup screen to search and view inactive user accounts. The following permissions are required to add and edit user accounts
Add a Standard User
Add a 'None' User
Remove Login From User
Find & Change Accounts That Haven't Been Logged Into
Field Descriptions
Field
Description Login Type Determines whether the user account has login access and whether the account is included in the active licensed user count total. Setup options include: Status
The current state of the individual account within the system. An active account allows users to access and use associated tools and features, while an inactive account indicates deactivated access.
First Name / Last Name
RequiredFields to enter the user's first and last name. First and Last name display in various areas the user's name is referenced in the application.
Email
RequiredEnter a work email for the user.
Mobile Phone
The user's cell phone number. The system will not allow a save if the phone number is not a registered and active number.
Office Phone
Option to add a user's office phone.
Title
Option to add the user's title. When a title is entered it will display beside the user's name in various screen locations. Example: Dispatch Department
The user's department determines the specific area they work in. Application tools such as Tasks provide the option to filter and view or assign responsibilities based on the department.
Manager ID
Option to enter the ID of the manager the user reports to.
Sales Goal Type
Preset to display 'Revenue'.
External ID
Option to enter an ID.
External User ID
Option to enter an external User ID for third party systems.
Default App Color
Controls the color schema of the user's application. Options include:
Worker Cost Per Hour
Option to record the worker's pay grade. Selection options for this drop down are created in Setup > Operations > Equipment Maintenance > Worker Cost Per Hour Alert Notification Method
Identifies which method the user should receive alert notifications from the system. Options include:
Send Daily Activity Summary Email
Emails a summary of the Recent Activity home screen to the user.
Default Homepage
RequiredDetermines what homepage the user will see upon logging in to their application. Options include:
Online Image
Option to upload an image that will display in Navu Chat by the user's name.
Users may also change their online image from their User Profile.Automatic Countersign
Option for user's to enable automatic countersigning for contracts and other system prompted signature requests.
Users may update the Automatic Countersign option from their User Profile.Signature Image
If Automatic Countersign is set to 'Uploaded Signature', browse and upload the signature here.
Users may also update their signature image from their User Profile.
Assign User Accounts to Roles
Add/Remove Roles
Related Articles
Assign User Accounts to Divisions
Manager User Division Assignment
Related Articles
Inactivate a User
Permissions
Permission ID
Permission Name 95
Setup Main Menu 120
Setup \ System and Security 488 Add/Edit Users, User Roles, and User Division Access Hides or displays the Users option on the Setup > System menu. Related Articles