Manage Users

Overview

Core is a user-based subscription. You need to buy subscriptions per user for each company database. The number of users that can log in and access the application depends on the number of subscriptions purchased by you. During the trial period, you can create up to 100 named users for your company file. After subscription, you can purchase more than 100 users.

The Manage Users screen allows you to view all the current subscribers or active users of Core, add new users as employees, and specify the type of access for the users—either Administrator or Standard. Click to watch this video on managing Core users.

When you create a new Core account, your email address is marked as the Owner of the company file. An owner is responsible for the company account, especially adding and managing other users and entering company data. The Owner has various privileges to create multiple databases, view account details, set security permissions and manage the overall account.

The Owner of the account initially sets up users and designates them as Administrators or Standard users. Even the Administrator has the ability to add users. By default, Core sets up the Administrator with a Full Access security profile and Standard User with a Time & Expense profile in the application. However, you can change their permissions using the Security screen. Standard users are only able to view their own account information (that too limited), an administrator is able to view all information with some exceptions, while the owner is able to manage and view all information.

Field Descriptions

Basic Tasks

Add Users and Assign Subscriptions

Add Subscriptions

Advanced Tasks

Reassign Users to Subscriptions

Transfer Core Account Ownership

Require Authentication

Sign Out Users

Resend Invitation

Export Subscriptions

Apply Filters

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Manage Users > List View >
Linked Employee When users are subscribed to Core, their profile details are passed to the relevant Employees or Vendors screen. The Owner or Administrator can link the Core user IDs with the respective contact IDs (employee or vendor).
Role Role of a user in the company:
  • Owner: This is the account owner of Core and has full access in the application. The user is able to view its own account information.
  • Standard: These users have limited access in the application. They are able to view their own account information.
  • Admin: Users with administrator rights have advanced permissions. They have the ability to add other users, manage and view all information except the company list and billing details of the account.
Package Subscription package of the user, say Time & Expense or Billing. In the trial mode, you do not need to specify any package as you have yet to buy any subscriptions.
Status Status of a user, whether active or inactive. An Admin user or Owner can edit the details of other users, irrespective of their status. Making a user inactive, removes the assigned subscription.
2FA Status Two-factor authentication status of the user, whether it is enabled or disabled. For additional layer of security, you can enable the two-factor authentication (2FA) method for logging into your Core company. This ensures that unauthorized people are not logging into Core and accessing your company data. However, this 2FA option is unavailable for trial accounts and companies.

 

Add Users and Assign Subscriptions

Owner of the Core account or Administrator user can add or invite other users to Core. You can add as many users as you want, but Core always validates the user access based on the subscription package and number of subscriptions purchased. The Manage Users screen allows you to view all the current subscribers or active users of Core and add new ones as employees or vendors.

To add a new user to your Core account, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. Click Add User and select the relevant option from the drop-down menu:

      • Existing Employee

      • New User

      • Batch Employees

    1. On the Add dialog, enter the required information depending on your selection:

      • Linked Employee

      • User Type: (in case of a new user) Employee or Contract Employee 

      • First/Last Name

      • Email

      • Role: Role of a user in the company: Check Field Descriptions above for details.
        - Standard
        - Admin

      • Package: Subscription package of the user, say Time & Expense or Billing

      • Security

    1. You can choose to Require Two-Factor Authentication at Login for this user. You can also do so later in a batch mode from the Actions menu. Check Field Descriptions above for details.

    2. Click Add User.

You can see the newly added user in the grid. An invitation is sent out via email and after accepting it, a subscription package is assigned to the user. You can also assign licenses to users from the Manage Subscriptions screen.

Add Subscriptions

Although you can add as many users as you want, Core always validates the user access based on the subscription package and number of subscriptions purchased.

To add a new subscription to your Core account, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. Click Add Packages on the top-right.

    2. On the Subscription Packages screen, choose the package and number of subscriptions you want. Check Manage Subscriptions for details.

Reassign Users to Subscriptions

If you have a subscription for one user in Core and want to re-assign it to another user, you can do so. For example, one of your employees left the company and a new one was hired to replace that person. You might not want to lose the former employee's job records and time entries. In Core, you can retain the subscription package of that employee and re-assign that to the new one. 

To re-assign a subscription package to another user, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. Identify the user on the grid whose subscription you want to cancel or dissociate and de-select the Package assigned to that user.
    2. Click Done.
    3. Next, make that user Inactive by selecting that option under Status and then click Done again. This dissociates the subscription package from that user and frees it up for the new user.

    4. If needed, you can delete that former employee by selecting it and clicking Actions > Delete.

    5. Now assign that subscription package to the new user as you normally would. Check 'Add Users and Assign Subscriptions' above or check Manage Subscriptions for more.

Note: The only user with Full Access security permission cannot be marked as inactive or deleted. You can do so only if there are multiple users with Full Access rights.

Transfer Core Account Ownership

For some reason, you might want to change the Core account ownership. Core allows the account owner to transfer and exchange the ownership to another user. The new ownership can only be transferred to an Administrator and not a Standard user.

To change the Owner in Core, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. Select the Administrator user on the grid who you want to make the new owner and click  on its row to select Transfer Ownership.
    2. You are prompted to confirm the transfer. Click Yes. While the selected user gets the Owner role, the previous owner gets this user's role automatically, that is Administrator.  

Require Authentication

For additional layer of security, you can enable the two-factor authentication (2FA) method for logging into your Core company. This ensures that unauthorized people are not logging into Core and accessing your company data. However, this 2FA option is unavailable for trial accounts and companies. Core Admin users can apply a uniform 2FA authentication policy for Core users throughout the company. You can enforce a mandatory opt-in for 2-FA for all or selected users by applying this option in the batch mode.

To require 2FA for Core users, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. In the list view, select all the Core users on the grid that you want to apply the two-factor authentication on.
    2. Click Actions > Require 2FA on the action bar. The new 2FA Status displays on the grid. Check Field Descriptions above for details.

Sign Out Users

You can forcibly sign out and unlink users from Core, if required to do so.

To do so, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

manage_user_sign_out.png

    1. In the list view, select all the users on the grid that you want to sign out and unlink.
    2. Click Actions > Force Sign Out and Unlink.

Resend Invitation

In case a user has not received an email invitation from your Core account, as an Owner you can re-send that invitation.

To do so, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. Select a user on the grid and click Actions > Resend Invitation.

    2. Core prompts you to confirm this action.

    3. Click Yes.

A new invitation is sent to the user using the email address on file.

Export Subscriptions

In Core, you can export Core users to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export Core user records to a .CSV file, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. In the list view, click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter. You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Manage Users screen from your company menu > Account > Manage Users.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

Was this article helpful?
0 out of 0 found this helpful