User GuideSystemSettingsModule TasksInvite New Users / Manage Existing Users

Invite New Users / Manage Existing Users

1. Invite New User

New users are added and authenticated to Safefood360° by email invitation. This means that all of your users should have an email address to use the application.

To invite a new user to the system you will require access to Settings on the top right of the system. After accessing settings a new user can be invite through the Users section and clicking Invite User.

- - ASG :: Europe :: Bakery : Settings - Work - Microsoft​ Edge

1.1. Enter User Details and Select Role

Enter User Details and Select Role
  1. Enter the first name of the user.
  2. Enter the second name of the user.
  3. Enter the user's email address. The email address is crucial as it is also the user name of the user needed when logging in and accepting the invitation.
  4. Select which solution you want the user to have access to. For example, if you are inviting a supplier to work on Safefood360° you should limit their access to the Supplier Portal. The default solution which populates is the solution you purchased e.g. "Food Safety & Supplier Management Solution" is the full solution.
  5. You can associate the user profile with an employee/supplier profile from the MasterData > Employees or MasterData Contacts (Suppliers). This way the software knows that any records relating to the employee or supplier contact e.g., "Cory Baron", will also relate to the user by the same name.
  6. Select the user role (to determine the user's access level to the modules in the system) either from your own roles you have created or from the system roles. You can select multiple roles if required. The system roles can be summarized as follows;
  • Read-only: Cannot create or modify anything. It might be suitable for auditor access. (See below for further details)
  • Standard: Can only complete records. Cannot modify programs. Suitable for production/maintenance operatives. (See below for further details)
  • Manager: Has full access to create and modify programmes and records. Suitable for most users. (See below for further details)
  • Administrator: Has full access to the entire system including the ability to manage user accounts. Recommend that you limit this role to 2 persons.
  • Create your own: You can create your own roles and configure the settings exactly the way you need to.

7. When a user is invited to the system, a 90 day password reset can be enabled. This requires the user to create a new password every 90 days. Users will receive an email notification with a link to create the new password before the 90 days and after the 90 days. Users that get invited with the password reset disabled can enable it by navigating to My Profile.

8. Click Continue to invite the user to the system. Refer to the Invitations tab to keep track of the invite.

System Roles Explained

1.2. User Accepts Invitation

User Accepts Invitation

The user will receive an invitation email asking them to click a link to accept the invitation. Sometimes these email invitations can get caught in spam filters and junk folders. If your user has not received the email invitation please ask them to check their junk mail folder.

1.3. Check Invitation Status

Check Invitation Status

You can check whether the user has accepted their invitation by looking at the status column in the invitations grid.

2. Cancel or Resend User Invitation

Cancel or Resend User Invitation

If you wish to either resend or cancel a user invitation you have already sent you can do so by clicking on the name of the person in the invitations grid and then clicking 'Remove Invitation' or 'Resend Invitation'. Note that this only applies to invitations that have not yet been accepted. If the invitation has already been accepted then you should modify the user settings as explained below.

3. Modify Existing User / Remove User

Modify Existing User
  1. You cannot modify a user's name or email address once they become a registered user. If they wish to do so they may through their profile page.
  2. If required you can change the solution you want the user to have access to.
  3. You can associate the user profile with an employee/supplier profile from the MasterData > Employees or MasterData Contacts (Suppliers) modules. This way the software knows that any records relating to the employee/ supplier contact e.g. "Scott Chapman", will also relate to the user by the same name.
  4. You assign different role or add an additional role to the user. Roles define what the user is allowed to do and what not to do e.g. edit programmes. See the article on working with roles for further information.
  5. If you wish, you can remove a user completely from the system in this menu. They will no longer have access to the system.