Users and roles

Where it is

Open Settings, then Users and roles. The screen has four parts.

The screen is for the owner and for anyone who holds the switch Users and roles. Everyone else is told This is kept for the owner.

To invite someone for the first time, Invite your team has the steps and what the invited person sees.

The seven roles

A role is a set of things someone may do, to start from. You can then switch single things on or off for one person.

Owner is not a role you can give. It is handed over: see below.

What each role may do

Each row is one switch. Yes means the role starts with it switched on.

The owner holds every switch, always.

The single switches

Under What they can do, each thing is its own switch. A person whose switches differ from their role is listed with "adjusted" after the role's name.

• Choosing another role sets every switch to what that role holds.
• Some switches need another. Making bills needs seeing them, changing entries needs seeing them, changing stock needs seeing it, and managing the team needs marking attendance. Switching one on brings the other with it, and switching the first off takes the second with it.
• Nobody can give more than they can do themselves. A switch you do not hold is greyed out, and you cannot change or remove someone who can do more than you.

What a person sees

People see only what is theirs. The rail, Search, the New list and the tabs on a phone leave out every screen a person may not open.

• Customers, Suppliers, Ledgers, Cash and dues, GST and Analytics show what is owed and earned, so they come with See figures and reports. Billing staff can add a customer from New or from a bill, but do not see the list of what each owes.
• Someone without See figures and reports gets a plain Home: a greeting, the role they are here as, and a list of the places that are theirs.
• A screen opened by its address without the switch for it says This screen is not part of your access, and who to ask.
• Shopify, under Connectors, comes with See stock. Matching its listings needs Change stock. Letting counts go to the store needs Business settings together with Change stock. Taking the store off needs Business settings.

Invite someone

1. Press Invite someone.
2. Type their Email address. It is the address they will sign in with. Their name is optional.
3. Pick the Role nearest to their work. It starts on Billing staff.
4. Under What they can do, switch single things on or off if the role is not quite right.
5. Press Send invitation.

They get an email with a link. Opening it shows who invited them, the business and their role. They type their name and press Accept and open Orzoni. There is no password to choose: after that they sign in with a six-digit code sent to the same address.

• An invitation is good for a week. Until it is accepted it stands under Invited, with Send again and Withdraw.
• Send again sends a new link, and the earlier one stops working. Inviting the same address a second time does the same.
• You are told by email when they join.
• A business can have 50 people, counting invitations still open. A business, and each person in it, can send 30 invitations a day.
• When a person is removed, leaves, or has what they may do changed, the invitations they sent that are still open are withdrawn.

Change what someone can do

1. Press the person under People.
2. Choose another role, or switch single things on or off.
3. Press Save.

It takes effect the next time they open a screen, and they are told by email.

• You cannot change your own access. Ask the owner or another admin.
• The owner cannot be changed. The owner can do everything.

Remove someone

1. Press the person under People.
2. Under Remove, press the button that names your business, and confirm.

They are signed out of the business at once, and told by email. Everything they entered stays in the books, under their name.

Someone can also leave by themselves: Settings, Your account, Your businesses, Leave. The owner cannot leave or be removed without handing the business over first.

Hand over the business

Only the owner sees Hand over the business on another person's page.

1. Press the person under People.
2. Under Hand over the business, press the button that makes them the owner, and confirm.
3. If your account has a password, type it when asked. A browser left signed in cannot give the business away by itself.

That person becomes the owner, and you become an admin. Only the new owner can hand it back.

What was done

The foot of the screen lists the latest twelve things done, with who did each and when:

• sign-ins, invitations, people joining and leaving, changes to who can do what, and computers linked or unlinked
• changes to the books of the company on screen: bills, payments and entries made, changed, cancelled or deleted, parties and items added or changed, stock moved, pay settled, settings changed, and what was done at a connected store

The small things of a working day are not written down: a task ticked, a day's attendance, how a screen is arranged.

Your account

Settings, then Your account, is each person's own. Your name at the foot of the rail opens it too.

• You: your name, as the rest of the business sees it beside what you do. The email address cannot be changed.
• Password: optional, at least 8 characters. With one set you can type it instead of waiting for a code, and the code keeps working. Changing it signs you out everywhere else, and you are told by email. A forgotten one is replaced from the sign-in page, with a code sent to your email.
• Your businesses: every business this account can open, with Open to move between them, Open another business, Rename for the one that is open (for whoever holds Business settings), and Leave for a business you do not own.
• Where you are signed in: each browser or phone, with where it was, when that is known, and when it was last used. Sign out ends one, and Sign out everywhere else ends all but this one.
• Sign out, on this browser only.

A browser stays signed in for 30 days from when it was last used. You are told by email when your account is signed in on a browser it has not used before.

What happens next

• Settings and updates: the other sections of Settings.
• Where your data is kept: who can open your books, and what is recorded.