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Add a user

  1. Select the business unit you wish to add the user to. Note: only required if you have multiple business units.

  2. Click the Users tab.

  3. Click the Create User button on the top right of the screen.

  4. Enter the details in the fields provided.

    Ensure you check user name availability and password is minimum 6 characters.

  5. Set the user's Access Type : Admin, Manager or Base.

  6. If an Admin user then set the required option: Account Manager, Compliance Manager or Compliance and Account.

  7. If a Manager or Base user, you have the option for Site Invoicing.

  8. Set the Default Field Landing Page: Scheduled (Default).

  9. Scroll down and click the Add button.




Given Names, Surname

Enter the user's full name.

User Name

Enter a username (min. 4 - max. 36 characters) and click the Check Availability button to ensure it is a unique username.

Special characters such as @ # $ % [ ] " ' - are accepted, which allows for email addresses to be used as a username.

Password, Confirm Password

Enter a password (min. 6 characters) and repeat to confirm the password.

Special characters including  ";@#*(-) can be used.

Phone, Fax, Mobile, Email Address,

Alternative Email Address

Enter contact details. Mobile and email address are used for system generated notifications.


Select an appropriate position from the list.

Please note this list is configured in Site Admin > Service > Options > User/Contact Positions.

Address Line 1, Address Line 2,

City, State, Postcode

Enter user's address details.

GPS Coordinates

Click Auto-Generate to capture GPS coordinates of the address.
This information assists with making decisions on job-runs, scheduling commitments and resource management.

User settings

Set a cost rate

This information is used for profit and loss reporting.




Hourly Cost Rate

Record the user's hourly cost rate for calculating profit and loss.

Overhead Rate

Record additional costs which are only used during normal time. This is commonly used to include operational costs to the user's hourly rate (eg. mobile phone, car lease) for calculating profit and loss.

Valid From

Updates all labour entry costs for the user from this date. Note: When entering a new hourly rate or overhead rate, this is the date it is valid from. When saved, the system will update all labour entries from that date to the current date.

Labour Tracking Centre

Used for categorising or grouping labour recorded for this user for reporting purposes. For more information, please refer to Tracking Centres.

Overhead rates

Your business may fall into one of two scenarios for recording an overhead rate.

  1. Consistent team size (Divide total business overheads equally per user)
    Your business model may be to remain at a consistent team size. For this you could calculate all of the business overheads (insurance, vehicle maintenance, office staff, etc) and divide that to an hourly amount. Using this method, reports will be more meaningful for the business overall. This only works if the user count does not change. Once you add or reduce staff then the overhead amount needs to be recalculated and re-applied to all users in the business.

  2. Variable team size (Direct overhead expenses per user) *Preferred.
    If the business is planning for growth then it is best to look at the business expenses directly related to each individual. These could include (but are not limited to) sick leave, annual leave loading, vehicle maintenance and insurance, etc. Reports then will reflect closer to true actual costs for that individual and is a perfect way to review performance as these are the costs incurred for that person.

How AroFlo calculates labour costs

Normal time - Hourly rate + overheads

Time and a half - Hourly rate x 1.5 (no overheads)

Double time - Hourly rate x 2 (no overheads)

Your overheads do not change if the employee works more than their standard week (therefore they do not apply for overtime).

Assign a business unit

This is the primary Business Unit that the user will be associated with.


Refer to Business Units for further information on managing your Business Units

Sync AroFlo calendar with Google

Allow AroFlo to post schedules for this user to their Google Calendar. This allows users to receive notifications of scheduled work via their mobiles calendar.

For information on setting up this link, see Google Calendar Sync.

Resource zones

Resource zones allows you to allocate the user to different Resource Zones to assist with scheduling tasks based on geographical areas.

Resource zones will need to be set up before you can assign users. For more information, see Resource Zones.


User documents and photos

Documents and photos specific to the user can be uploaded for reference. This could include a photo, bio or certifications. For more information, see User Documentation and Photos

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Video tutorial

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