Create New Users

To add new users to WorkGuru, click the Create New User button in the users dashboard Actions menu

On the new user details page, enter the relevant details in the following tabs:

• User information Tab
• Roles Tab
• Subcontractor Tab (Optional)

If you have a large list of staff you want to setup, you can bulk import users from an import template.

User information Tab

• Name - First Name (Required)
• Surname - Last Name (Required)
• Email Address - Recommended to use the same email as the employee record in Xero if using the payroll integration.
• Phone Number - Phone or mobile.
• User name - Can be anything but recommended to use the users email address. (Required)
• Pin - Used for Kiosk and POS quick access. (Required)
• Default Warehouse - Set the user's location for default stock location.  If left blank, the default will be the last warehouse used.
• Hourly Rate - The users hourly labour cost rate for project costing.  If left at the default 0, the users timesheets will not be costed on the project.
• Staff Billable Rate - The users hourly billable labour rate for project invoicing.  You can switch between task and staff billing from the project's quick invoice screen.
• Weekly Capacity - Set the users weekly capacity for billable work.
• Purchase Order Approval Limit - Dollar value up to which the user can approve purchase orders.  POs over this limit can only be saved as a draft.
• Colour on Dashboard Widgets - Assign the staff member a colour to be displayed on dashboard widgets, schedule and reporting.
• Payroll System ID - Xero employee payroll user UID string.
• Options check boxes:
  • Set Random Password - Deselect this option if you want to set a default password for the user.  If selected the users will be sent a default password in the invitation email and asked to change it on the first login.
  • Should change password on next login - Prompts users to update their password on next login (Note: Only for browser login, not the kiosk).
  • Send activation email - On creation, send the user's email address the default WorkGuru welcome/signup email.
  • Active - used for disabling the user's access without deleting them.
  • Lockout Enable - Enforces the failed login lockout policy defined in Administration -> Settings -> Security.
• Supplier this person works for (Optional) - Select the contracting company the subcontractor is employed with.  Only available if the sub contractor timesheet function is enabled.

Roles Tab

• Roles -- Select the Role(s) that you want to assign to the new user to set their permissions.   You can create and manage your roles in Administration -> Roles.

Subcontractor Tab (Optional)

• Not required for new user setup.  Only available if the sub contractor timesheet function is enabled.

Click Save to add your user. Note if Send activation email option has been selected, WorkGuru will send the welcome email on save.