Users

What is it?

Every person who signs in to your account — administrators who run the day-to-day account and employees who use the employee app — is a user. On this page you add people, choose their role, and control exactly what they can see and do.

You'll find it under People → Users.

Image

1. Create new
2. Role
3. Status
4. Account locked

How to

Add a user

1. Go to People → Users.
2. Click Create new.
3. Choose their Role — Employee or Administrator.
4. Enter their Name and Email.
5. Click Submit.

The new user gets an email to set up their sign-in, unless you turn off Send Employee Login details.

Note: Only an owner or administrator can add a new administrator. An administrator signed in cannot promote someone else to Administrator.

Edit a user

1. Go to People → Users.
2. Click the user you want to change.
3. Update the information on the relevant tab (see What do the fields mean?).
4. Click Submit.

Note: Role cannot be changed once a user is created.

Set permissions

1. Open the user.
2. Go to the Permissions tab.
3. Turn individual permissions on or off, grouped by category.
4. Click Submit.

Deactivate a user

1. Select the user in the list.
2. Open Bulk actions and choose Deactivate.
3. For an employee, choose whether to keep them on their existing orders and shifts, or remove them from all of them.
4. Confirm.

A deactivated user can no longer sign in or be added to new orders or shifts, but their history stays on the account.

Activate a user

1. Select the user in the list.
2. Open Bulk actions and choose Activate.
3. Confirm.

Note: If you have no free seats left on your plan, activating a user adds to your subscription cost. BOS tells you before you confirm.

Unlock a user

If a user's account has been locked — usually after several failed sign-in attempts — open the user and click Click here to unlock at the top of the Login tab.

Delete a user

1. Select the user in the list.
2. Open Bulk actions and choose Delete.
3. Confirm.

Important: Deleting a user removes them from their orders and cannot be undone. Use Deactivate instead if you want to keep their history.

What do the fields mean?

Role

Whether the person is an Employee (uses the employee app) or an Administrator (uses the admin interface). Chosen when the user is created and cannot be changed afterwards.

Status

Active or Deactivated. Only active users count towards the seats included in your plan.

Account locked

Shows whether the user is currently locked out of signing in. This is separate from Status — a user can be active and locked at the same time.

Supervisor

Shows whether this employee can view other employees' schedules — either everyone's, or a chosen list of people. Set on the Login tab.

Login tab

• Profile photo — the picture shown for this user.
• Color — the color used for this employee in the schedule.
• Email — the address the user signs in with. Changed afterwards from the ⋮ menu next to it, not by editing the field directly.
• Weekly work plan — the recurring schedule template assigned to the employee.
• Skills — competencies attached to this employee.
• Salary type — whether the employee is paid hourly or monthly.
• What to include in the salary report — which kinds of time (orders, shifts, presence, absence, other) feed the salary report for this employee.
• Use actual punch time — pays the employee for their actual clocked-in time instead of their scheduled shift.

About tab

Contact details (address, phone, mobile, personal number), employment details (start date, end date, job type), bank account information, and free-text notes such as insurance or collective agreement.

Salary tab

Tracks the employee's hourly or monthly salary over time, and any extra employer costs added on top of it (as a percentage or a fixed amount). Together these make up the internal hourly cost used in profitability reports.

Permissions tab

Controls exactly what this user can see and do. Permissions for employees are grouped into: Shift, Order, Items/Invoicing, Time, Personal details, and Other. Permissions for administrators are grouped into: Settings, Pages, Project/Order, Shift management, Divisions, and Address search.

Area, User group, Department

Assign the employee to a geographic area, a schedule group, and a department. Each is optional, and used elsewhere in BOS to organize and filter employees.

Time, Requests, Attachments

A read-only history of the employee's recorded time and submitted requests, and documents attached to their profile.

Good to know

• Your plan includes a set number of seats. Only active users use up a seat — deactivating someone frees theirs.
• Permissions are set per user, not per role, so two employees with the same role can have different access.
• A locked account and a deactivated account are two different things — check both if a user says they can't sign in.
• Owner is not a role you assign on this page — it belongs to the account itself, not to an individual user record.
• Changes take effect once you click Submit. Employees may need to sign out and back in on the employee app to see permission changes.