User Accounts
Last Modified on 08/07/2026 7:04 am PDT
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
The following process applies to the creation of new user accounts. Fields highlighted in red are required.
- Select the green plus icon from the upper left corner of the screen and the Add User editor will display.
- Enter a Status for the user. This field defaults to Active and when set to Inactive prevents a user from logging in.
- Enter the user's name in the First Name and Last Name fields.
- Enter an Email the user will use when logging in. For security reasons, we recommended using a business email rather than a personal one.
- Select a Default Homepage for the user to see upon each login.
- Complete any additional fields according to your company procedures (see Field Descriptions below).
- Click Save.
Field Descriptions
| Field |
Description |
| 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
Required |
Fields 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
Required |
Enter 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:
- Blue - Headers and tabs will display blue.
- Dark Gray - Headers and tabs will display gray.
- Dark Green - Headers and tabs will display green.
Users may also change their default app color from their User Profile.
|
| 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:
- In Application Popup
- Text Message- Must be a valid phone number for a device that can receive text messages.
- Email- A valid email address must be entered.
|
| Send Daily Activity Summary Email |
Emails a summary of the Recent Activity home screen to the user.
|
Default Homepage
Required |
Determines what homepage the user will see upon logging in to their application. Options include:
- Dashboard
- Recent Activity
- Sales Representative
* 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.
|
| 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
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.
Add/Remove Roles
- Click on the user account you would like to assign roles to from the upper grid.
- Select the Roles tab to display the list of roles in the lower grid. All Roles that have been created in Setup > System > Role are listed.
- Use the toggle buttons associated to the roles to either add or remove them from the user's account.
Related Articles
Role Setup
Permission Setup
Assign User Accounts to Divisions
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.
Manager User Division Assignment
- Select the user account you would like to assign Divisions to from the upper grid.
- Select the Divisions tab to display the list of divisions in the lower grid.
- Use the toggle buttons associated to the divisions to either add or remove them from the user's account.
Related Articles
Division Setup
Inactivate a User
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.
- Double-click on the user to display the Edit User screen.
- Select Inactive from the Status drop down field. The system auto-saves upon selection, if there is an available license.
- Close the Edit User screen and confirm the Status column in the User Setup screen is now displaying as 'Inactive' for the affected user account.
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.
Permissions
The following permissions are required to add and edit user accounts
| 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
User Security Basics
Permission Setup
Role Setup
