Overview
Creating new users in Weighsoft requires different approaches depending on your system hosting arrangement. This guide covers both scenarios to ensure you follow the correct process for your specific setup.
Determining Your Hosting Type
Before creating a new user, you need to identify which hosting model your organization uses:
Access-Hosted Server: Your Weighsoft system is managed and hosted by Access. In this configuration, user management occurs through the Evo platform rather than directly within Weighsoft.
On-Premises Server: Your organisation hosts Weighsoft on its own servers. User management is handled directly within the Weighsoft application itself.
If you're unsure which type you have, check whether you can see a "Create New User" option in your Weighsoft administration menu. If this option is not visible, you're likely using an Access-hosted system.
Access-Hosted Server Configuration
For systems hosted by Access, user creation is a two-stage process involving both Workspace and Weighsoft permissions.
Stage 1: Create User in Access Evo
Prerequisites: You must have Administrator access to Evo to perform these steps.
Step-by-Step Process:
Access Evo: Log into Evo using your Administrator credentials
Navigate to Members: Select the Members button located in the top-right corner of the interface
Initiate User Creation: Click the Add button to begin the user creation process
Enter Email Address: Provide the new user's email address in the designated field
Confirm Creation: Click Add to create the user account in Workspace
Stage 2: Grant Weighsoft Access
Once the user exists in Evo, you must explicitly grant them access to the Weighsoft application.
Access Assignment Process:
Locate User: Return to the Members section in Evo and find the newly created user
Access User Options: Click on the three dots (⋯) located on the user's profile icon
Open Role Management: Select Manage Role from the dropdown menu
Assign Permission Level: Choose the appropriate access level from the dropdown:
User Role:
Places the user in the "Account" user group within Weighsoft
Provides standard user permissions and access
Role can be modified later within Weighsoft if needed
Administrator Role:
Assigns the user to the "Admin" user group within Weighsoft
Grants comprehensive permissions and administrative access
Includes all capabilities associated with administrative privileges
User Login Process
After completing both stages, the new user will be able to:
Log into their personal Evo account using their email credentials
Access Weighsoft by clicking the Access button within Workspace
See the "Weighsoft" application icon in their available applications
Launch Weighsoft with the permissions assigned to their role
On-Premises Server Configuration
For organisations hosting Weighsoft on their own servers, user management occurs entirely within the Weighsoft application.
Prerequisites: Permission Verification
Before creating new users, ensure you have the necessary administrative permissions.
Check Your Permissions:
Access User Management: Navigate to ADMINISTRATION then click Users
View Your Profile: Select your own username from the user list
Review Permissions: Scroll down to the Permissions section
Verify Create User Access: Confirm that the Create User permission is enabled for your account
Save Changes: Click Save to apply any permission modifications
Important Note: When setting up new user permissions, it's recommended to review an existing user account with similar requirements to ensure consistent permission assignment.
User Creation Process
Once you've confirmed your permissions, follow these steps to create a new user:
Navigation and Setup:
Access Administration: Point to ADMINISTRATION in the main menu, then click Users
Start User Creation: Click Create a New User to begin the process
Required Information Fields:
Username:
Enter a unique identifier for the new user account
This will be used for login authentication
Should follow your organization's naming conventions
Password:
Create a secure password for the account
Follow your organization's password policy requirements
Consider whether the user will change this on first login
Confirm Password:
Re-enter the password exactly as typed above
Ensures accuracy and prevents login issues
Email:
Provide the user's business email address
Critical for password reset functionality
Used for system notifications and communications
Choose Group:
Select the appropriate permission group for the user's role
Determines what features and data the user can access
Should align with the user's job responsibilities
Location:
Specify the user's primary business location
May affect data access and reporting permissions
Should match your organizational structure
Finalization:
Complete Creation: Click Save to create the user account with the specified settings
User Group Management
Understanding Permission Groups
Both hosting configurations utilize user groups to manage permissions and access levels:
Account/User Group: Standard permissions suitable for most operational users who need to process transactions and access basic reporting features.
Admin/Administrator Group: Comprehensive permissions for users who need to configure system settings, manage other users, and access administrative functions.
Post-Creation Modifications
Access-Hosted Systems: Initial role assignments can be modified within Weighsoft after the user has been created in Workspace and granted initial access.
On-Premises Systems: User groups can be changed at any time through the Users administration section by editing the user's profile and selecting a different group assignment.
Security and Best Practices
Account Security
Strong Passwords: Ensure all users create robust passwords that meet your organization's security standards
Regular Reviews: Periodically audit user accounts to remove access for departed employees
Permission Audits: Review user group assignments to ensure they align with current job responsibilities
Operational Efficiency
Consistent Naming: Establish clear username conventions to make user management easier
Note: On hosted systems the username will always be the users email address
Documentation: Maintain records of user roles and responsibilities for reference
Training: Ensure new users receive appropriate training for their assigned permission level
Troubleshooting Common Issues
Access-Hosted Scenarios
User Cannot See Weighsoft Icon:
Verify the user was granted a role in Workspace
Confirm the role assignment process was completed correctly
Check that the user is logging into the correct Workspace account
Incorrect Permissions in Weighsoft:
Review the role assignment in Workspace
Modify permissions within Weighsoft if the initial assignment needs adjustment
On-Premises Scenarios
Cannot Create User:
Verify you have the Create User permission enabled
Confirm you're logged in with an administrative account
Check that all required fields are completed correctly
User Cannot Login:
Verify the username and password were entered correctly during creation
Confirm the user account is active and not disabled
Check that the user group assignment includes login permissions
Conclusion
Creating new Weighsoft users requires understanding your hosting configuration and following the appropriate process for your setup. Whether using Access-hosted or on-premises deployment, proper user creation ensures secure access and appropriate permissions alignment with job responsibilities. Regular maintenance and periodic reviews of user accounts help maintain system security and operational efficiency.