To watch a video about how to add users and groups click here
To register another user
Go to Admin Tab > Users; Edit > Add User
Note that you can only create another User within your invitbox account if you yourself are an Admin.
There are 3 main types (roles) of Users in invitbox, 2 of which can also be given Executive sign-off status if you wish. We'll touch on what Executive sign-off means later.
You can be an Admin, a User or an Auditor - these are the Roles available from the 'Role' drop-down list.
1. Admins can do and see everything in invitbox, including adding & removing other Users/Admins. If the role of Admin is selected, all boxes (but excluding Executive sign-off) will automatically be ticked. An example of an Admin might be the owner, General Manager or Financial Controller of a business, the head of the Accounts team.
2. A User can be set to have a number of functions. There are 5 different roles a user can have, and they can have a combination of each.
(i) Accounts Payable (AP) gives the user access to the InTray, Approved tab, Signed Off tab, Filing Cabinet and the Disputed tab. They have read-only visibility for the InTray and in the Approved tab they can edit bills and send bills back to the InTray. In the Signed Off tab they can export to the accountancy software. An example might be the Accounts Payable clerk.
(ii) Approver gives the user access to the InTray, Approved tab, Signed Off tab, Filing Cabinet, Disputed tab, Trash and Inventory tab (if Inventory is turned on). In the InTray it allows the user to approve, edit, dispute, trash or send an invoice back to Unknowns tab. They can not edit an Approved invoice, but can return it to the InTray. An Approver has read-only visibility on bills in the Signed Off tab If you are using Groups, they can only view bills from suppliers in Groups they are associated with. If inventory is used they can also “Add Invoice to Inventory” and “Export' from inventory. An example might be a line manager or department manager who check bills before sending them on to the Accounts department.
(iii) Manual Entry simply gives visibility on any bills that have arrived into invitbox as jpg, and therefore require manual entry. If only 'Manual Entry' is ticked for the user, they will only see a Manual Entry tab. Depending on the combination it's ticked with will depend on whether they see an Unknowns tab with manual entry access or just a manual entry tab.
(iv) Maps allows the user to view and manage the Unknowns tab
(v) Executive Sign-off status only appears if your company has chosen the Executive sign-off type (see the section on Company Settings) and is required if a user is to move a bill from the Approved tab to Signed Off.
Please note that you will only be able to give Executive Sign-off status to a user if you have chosen to activate Executive Sign-off as your Sign-off type in Admin > Company Settings.
For more information about using Executive Sign-off and what it is, click here.
Accepting the role
Once you have defined the role for the user and clicked Okay, the person will be sent an email with a link. By clicking on the link, they will complete their registration.
If this is that person's first invitbox role in invitbox they will be asked to set a password for themselves.
Once the person has accepted the role, their status will change from New to Active.
If the person can't find their registration email search your emails thoroughly as it may be in your Junk/ Spam folder or in 'Clutter'. The best way is to do a search of all the folders for the subject of the email: 'Activate your Invitbox account'. Alternatively, if the person's status is still New, the Admin can highlight the person's name, and then select the Resend Email button and a new activation email will be sent to the person.
If the person needs to change their email address or password they can do so from their user profile after they have activated it. To access this they need to login and then go to Admin > My Profile > User Details.
Notifications; Reminder Emails of account activity/tasks to do etc
Once the User has accepted their role, they can go to Admin > My Profile > User Details and set whether they wish to receive reminder emails and how often they wish to receive them. They will inform you how many invoices are in the Unknowns, Intray, Approved etc tabs & what tasks you need to complete within invitbox.
The image above shows you the options you can choose;
For Frequency you can select:
Daily- you will receive emails every day.
Weekly- you will be asked which day of the week you want to receive the reminder.
Monthly- you will be asked for the date, between the 1st and the 28th of each month.
All emails will be sent around 2.30am Australian Eastern Standard Time (GMT +10hours)
The email you receive will contain a table like this below.
If you have anything to do in each tab, the number of bills or things to action will be noted.
If you see a field with "9 (4)" it means you have 9 bills/things to action, and that 4 of them are unread.
Deleting a User
If you delete a User they will still remain in the Invoice History (via the MORE button), but their name will be removed from the Filing Cabinet search function view as an Approver or Sign Off and replaced with a blank space. We therefore recommend if you require this info that you change their email address instead of deleting them. To change someone's email address you need their password or their access to the email account to change the password.
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