P4 Software / activoHQ English

Users and roles

Users and roles

Overview

The Users screen lets the account administrator create, view and edit the users who have access to the ActivoHQ workspace. This is where each person is given a role deciding what they can see and do on the platform. It is your organization's central access control point.

How to get there

Side menu: Settings > Users

URL: /Settings/users

Key concepts

Term Definition
Username The unique identifier the user signs in with. It cannot be changed once the user is created.
Role The access level given to the user. It decides which modules and actions are available.
Active Whether the user can sign in. An inactive user cannot get into the system even if they remember their credentials.
Password The user's access key. It is stored hashed; the system never shows it in clear text.

Available roles

Role Description
Administrator Full access: can manage users, Settings, Assets, depreciation and integrations.
User A standard user with operational access to Assets and working modules. The exact scope is set by your administrator through the account's configuration.
Sales Person A profile aimed at asset assignment and availability operations. The exact scope is set by your administrator through the account's configuration.
Employee Portal Reduced access so Employees can look up the Assets assigned to them. The exact scope is set by your administrator through the account's configuration.

How to use it

View the user list

When you open the screen you see a table of every user on your account, sorted by Username ascending. You can:

  • Search by typing in the search field (it searches Username and Email).
  • Clear filters with the Clear filters button when filters are active (the header says so).
  • Refresh the table with the refresh button (the circular arrow icon).

When there are no users, the table shows No users found - Add your first user to get started.

Create a new user

  1. Click New (the plus icon) in the top right corner.
  2. The New User dialog opens.
  3. Complete the required fields: Username and Password.
  4. Optionally fill in First Name, Last Name and Email.
  5. Choose the Role from the drop-down (default: User).
  6. The Active checkbox is ticked by default; untick it to create the user without letting them sign in yet.
  7. Click Save.

The system shows a confirmation notification and refreshes the table automatically.

Edit an existing user

  1. In the table, click the Username of the user you want to change (it appears as a link).
  2. The Edit User dialog opens with the current data preloaded.
  3. Change the fields you need. Note:
    • The Username cannot be edited; the field is disabled.
    • The Password field appears empty, marked Leave blank to keep current. If you leave it blank, the user's current password is unchanged. Enter a new one and it is replaced.
  4. Click Save.

The system shows a confirmation notification and refreshes the table.

Assign detailed permissions

Beyond the role, each user who is not an administrator can be given per-area permissions. They are assigned when you edit an existing user (not when creating one).

  1. Open the user from the table.
  2. Scroll down to the Permissions section.
    • If the user is an administrator, the screen states that Administrators have all permissions. and shows no checkboxes.
  3. Tick the permissions per area. Each area offers View, Create, Edit and Delete; some add their own actions:
Area Permissions
Asset models View, Create, Edit, Delete, Import, Clone
Manufacturers View, Create, Edit, Delete
Depreciation methods View, Create, Edit, Delete
Custom fieldsets View, Create, Edit, Delete
Warranties View, Create, Edit, Delete
Insurance Policies View, Create, Edit, Delete
Software licenses View, Create, Edit, Delete
Consumables View, Create, Edit, Delete, Receive stock, Issue stock, Adjust / transfer
Requests & Operations Submit requests, Manage request queue, Asset manager (low-stock alerts)
Locations View, Create, Edit, Delete
Cost centers View, Create, Edit, Delete
Custodians View, Create, Edit, Delete
Employees View, Create, Edit, Delete
Depreciation books View, Create, Edit, Delete
GL Account Map View, Create, Edit, Delete
Companies View, Create, Edit, Delete
Users View, Create, Edit, Delete
  1. Click Save.

Important rules:

  • Administrators have all permissions, so no checkboxes are assigned to them.
  • Only an administrator can create or delete a company, even if another user holds the company permissions.
  • Only an administrator can create or edit a user with the administrator role.
  • A user without an area's View permission sees Access denied when opening that screen, and the area is of no use to them even with the link.
  • The Asset manager permission enables the low-stock email alerts, but each user must also switch them on in My profile.
  • A typical storekeeper gets only Consumables: View, Receive stock and Issue stock - they can work the counter and record purchases, but not correct stock or touch the catalog.

Cancel without saving

At any point inside the dialog, click Cancel or the close icon (x) to close without saving your changes.

Deactivate a user

To stop a user Signing in without deleting them:

  1. Open the user's edit dialog (click their Username).
  2. Untick the Active checkbox.
  3. Click Save.

Fields

Field Type Required Description Validation
Username Text field Yes The unique sign-in identifier. Not editable once created. Cannot be blank.
First Name Text field No The user's first name. -
Last Name Text field No The user's last name. -
Email Text field No The contact email address. -
Role Drop-down Yes The user's access level. Options: Administrator, User, Sales Person, Employee Portal. A value must be selected.
Password Password field Yes (on create only) The access key. When editing, leaving it blank keeps the current password. Required when creating a new user.
Active Checkbox No When ticked, the user can sign in. Ticked by default. -

Permissions

Available to users with access to the module, as configured by your administrator.

Notes

  • The Username is immutable. If you need to change someone's username, create a new user and deactivate the old one.
  • Passwords are stored using the Argon2 algorithm (a secure hash). ActivoHQ never stores or shows passwords in clear text.
  • Users with the Administrator role can also manage their own API key from their personal profile (/profile), which lets them call the ActivoHQ REST API.
  • There is currently no automatic email password recovery; if a user forgets their password, an Administrator has to set a new one from this screen.

Troubleshooting

Symptom Likely cause Resolution
The table shows "No users found" although records should exist Filters are active on the table. Click Clear filters in the screen header.
The Save button stays disabled when creating a user The Username or Password field is empty. Complete both fields before saving.
The Save button stays disabled when editing a user The Username field is empty (an unusual situation). Check the field was not blanked by mistake.
The message "Record not found" appears when editing Another administrator deleted the user while the table was open. Click the refresh button to reload the list.
A user cannot sign in even though their credentials are right The user has the Active checkbox unticked. Edit the user, tick Active, and save.
An "Error: ..." message appears on save A server error (a duplicate username or another validation problem). Check whether the Username already exists in the list; if so, choose a different one.

Related

Was this page helpful?

Previous CifraHQ integration Next Email settings