Adding a user is an administration function that requires access to Site Admin. Please contact your Site Administrator for assistance.
Select the business unit you wish to add the user to (only required if you have multiple business units).
Click the Users tab.
Click the Create User button on the top right of the screen.
Complete the Basic Information, Contact Information, Address, and GPS Coordinates sections as described in the table below the image.
Given Names, Surname
Enter the user's full 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.
Select an appropriate position from the list.
Please note this list is configured in Site Admin > Service > Options > User/Contact Positions.
Phone, Fax, Mobile, Email Address,
Alternative Email Address
Enter contact details. Mobile and email address are used for system generated notifications.
Address Line 1, Address Line 2,
City, State, Postcode
Enter user's address details.
Click Auto-Generate to capture GPS coordinates of the address. This information assists with making decisions on job-runs, scheduling commitments and resource management.
Enter the user settings
Once you've added a user, you'll have access to additional options that you can set for that user. Simply select the user from the users list and scroll down to the set of tabs you see below. The sections below explain how to use each tab.
Set an hourly cost rate
This information is used for profit and loss reporting. Complete the fields as described in the table below the image.
Hourly Cost Rate
Record the user's hourly cost rate for calculating profit and loss.
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.
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.
Your business may use one of two approaches for recording an overhead rate.
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.
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 will then be closer to true actual costs for that individual. This 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).
For information about setting the hourly rates that will display on your quotes and invoices, see Work Types.
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 mobile phone's calendar.
In the Access Type field, select Use Permission Groups.
Click Add User to Group.
Select the permission group that matches the user's duties.
Pre-Built Permission Groups
There are three pre-built permission groups that you can either use as they are, or use as templates to create your own permission groups. They are Management, Supervisor and Worker.
Click Add to User > Save.
Feature Access tab
The Feature Access tab gives you further options for controlling staff access to certain information (e.g. pricing details), and for configuring what a user will see in AroFlo. You can also set up GPS tracking in this tab, and give a user Site Administrator Access.
If you've set up resource zones to help with scheduling resources to particular geographic areas, you can use the Resource Zones tab to assign a user to the appropriate resource zones.
Documents and photos tab
The documents and photos functionality is only available if you have Document Storage enabled for your AroFlo subscription. To find out more or to activate this feature, please call AroFlo Customer Support or log a request via Helpbutton > Email Support.
Documents and photos specific to the user can be uploaded for reference. This could include a photo, bio or certifications. You could add user photos to layouts (such as a final invoice) so your clients can see who did certain work or who is going to show up at their door. An example can be found in Add Images to Layout
User photos in Calendar
User photos will display by default on the Aroflo calendar.
If you don't want user photos in the calendar, go to the Calendar Settings and select Show Resource Name Only.
This allows you to generate a link a user can use to subscribe their AroFlo calendar to an external calendar. Using the checkboxes, you can limit how much information is sent from AroFlo to the external calendar. Refer to External Calendar Subscription for more instructions.
Hours of Work tab
This tab enables you to over-ride the working hours that have been set for the business unit (if any). If you have someone who needs to work different hours to everyone else, you can manage that easily by changing the defaults that appear in this tab. In the example below, the staff member has 'inherited' the working hours of the business unit, but has different hours set for the Monday. See Hours of Work for detailed instructions.
Allows you to keep track of company assets provided to staff by assigning an asset to a user's profile.
To assign an asset to a user:
Click Add Asset.
Select an asset from the list.
Click X to close the window.
Used to record notes about the user in either plain text or richly formatted HTML. Date and time stamps are automatically stored against the note. See Notes for more information.