Users

Everyone who works in LogisticaHQ, in the office or on the warehouse floor, signs in with their own user. A user decides what a person can see and do (their role and module), which clients' stock they work with, which zones they may handle, which printers print their labels, and their language and time zone. This page covers creating users and every setting on a user's profile.

Kinds of users

Role	Who it is for
Administrator	People who run the system. They see the full menu and every screen, whatever module they have, and can change settings, users and permissions.
User	Office and floor staff. What they see and may use is set by their module. See Modules and permission profiles.
PortalUser	People from a 3PL client who use the client portal to see their own stock, orders and invoices. Created from the client. See Clients.
FieldUser	People who use the LogisticaHQ Field phone app for surgical trays. They take no license seat and can only use the Field app.

Your license sets how many users can be signed in at the same time. See Tenant. Each person can be signed in on one device at a time: signing in somewhere else ends their other session.

The user list

Open Setup > System > Users. The list shows every user with their module, group, client, name, role and time zone.

The Users list with each user's status, module, client, name, role and time zone

The green tick in the first column marks an active user. A crossed circle marks an inactive one.
The link icon beside it is Impersonate: it opens a new tab signed in as that user, so an administrator can see exactly what the user sees, for example to help with a problem. Use it with care: anything you do there is done as that user.
Click a username to open the user's profile.

Create a user

Click New.
Enter a Username, which is what the person types to sign in, and their First name and Last name.
Choose the Role: User for most people, Administrator for those who run the system.
Click Submit. LogisticaHQ creates the user and opens their profile.
On the profile, set a password (see below), then the module, warehouse, language and the rest, and click Update.

The New user dialog with Username, First name, Last name and Role

The user profile

A user's profile: Login credentials on the left, Personal information and Handheld settings on the right

Login credentials

Field	What it does
Username	The name the person signs in with. It cannot be changed once the user exists.
Password	Type a new password and click Apply to set it straight away. Or use Send password reset email, which emails the person a link to choose their own. The password must follow the password policy when their module enforces it. See Modules and permission profiles.
Email	Where password resets and LogisticaHQ notifications for this person are sent.
Group name	A label that groups users, for example a shift or a team. It appears in the user list and can be used to filter it.
Language	The language the person works in, on the web and on the handheld. Inherit uses the company language.
Default Warehouse	The warehouse the person works in by default.
Permissions	The role: Administrator or User.
Default menu	The screen the person lands on after signing in. Leave it empty to use the standard start screen.

Personal information

Picture: click Upload image to add the person's photo. It appears beside their name in lists and in chat.
First name, Last name: the person's name as shown throughout the system.
Time zone: the person's own time zone. Dates and times they see are shown in it.
Auto ship small parcel: when ticked, small-parcel orders this person finishes packing are shipped automatically, without a separate ship step.

Handheld

Track Geo Location: records where the person's handheld is, for delivery and field work. The last known location is shown with its time.
Scan type (shown only when the company lets each user choose): how the handheld reads barcodes: the Zebra DataWedge scanner, the camera, or a scanner that sends the code as typed text.

API key

Open API KEY to give this user a key for connecting another system to LogisticaHQ through the REST API. The system then acts with this user's permissions. Generate new key creates one and shows it. Copy it right away. Clear API key revokes it. See REST API.

User info details

Free fields, User Info 1 to User Info 10, for anything your company wants to record about a user, such as an employee number.

Module and client

The Modules list with the Handheld module switched on, and the Clients list

Modules: switch on the module that sets this person's menu and permissions. See Modules and permission profiles.
Clients: leave every client switched off for warehouse staff, who work for all clients. Switch on one client to make this a client user: they then see and handle only that client's products, orders and stock.

Printers

The Printers list on a user's profile with Assigned and Default switches for each printer

Assigned: switch on the printers this person prints to.
Default: among the assigned printers, the one used when nothing more specific applies.
Advanced: opens the printer setup, where you decide which assigned printer prints which kind of label or document, such as bin labels, carrier labels or bills of lading.

The Printer setup dialog: each assigned printer with the label types it prints ticked

Assigned zones

Switch on zones to limit where this person may handle stock. A person with zones assigned can move, pick and count stock only in those zones, and is refused anywhere else with a message naming the zone. A person with no zones assigned can work in every zone.

Deactivate a user

When someone leaves, deactivate their user instead of deleting it: their history, such as receipts, picks and counts, stays linked to their name, and they can no longer sign in. At the top of the profile, under the name, the word Active shows the user's state. Click it to switch the user to Inactive. The change is saved at once. Click Inactive to reactivate them. Changes beside it shows the history of changes to the user.

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