Setting up and managing users and teams

Users can be managed via the "Users" tab within the account settings. This is accessed from the dropdown in the top right of the screen by clicking on the firm name and then clicking "Users."

If editing your personal user profile, see the article for the My Profile page.

Only select admin users (account owner and user admins) may create and delete users, however, all users can edit their own details. To give a user admin privileges, edit their role and toggle the option as below.

Restricting access to only see jobs assigned to your team

In a large firm it is probably prudent for staff to only see jobs that they are assigned to. The account owner may change the security setting 'see only assigned jobs' to limit users to just jobs assigned to them. In this case the account owner and anyone assigned to the administrator role will still be able to see all jobs across the whole firm. 

Making changes

• A user may then change their own details (contact details, password, and user name), using their own user tab
• The admin users may have extra permission such as:
  • Updating/creating other users
  • Assigning other users as administrators
  • Updating billing and firm information

At the right end of each user line, there are three dots that the admin user can click on to edit permissions or reset passwords. This opens up a dropdown that has all the actions available.

Roles

Roles can be changed from the dropdown mentioned above. When changing roles there is also an option to set the user as an admin. 

Various roles can be assigned to users in Audit Assistant. Each role has different permissions as listed below:

* Note that there is a security option that only allows users to see jobs to which they are assigned. 

Note also that some simple non-assurance jobs are not restricted but may be created and signed off by all levels of user.

Disabling and Deleting Users

Only the account owner or those given permission as above may disable or delete users:

• There are two states, disabled and deleted (see screenshot at top)
• It is recommended that a user is disabled while they have work on any current jobs and only be deleted from the system after everything they have worked on is rolled over or completed. 
• If a user is deleted, the work that they have done will have no user name assigned. So we recommend disabling the users until all their work is rolled over.
• Deleting a user removes them from the account and all clients they are assigned to.
• If the user is assigned to other firms (say as a peer reviewer), they will still be on the system but no longer access this particular account.
• If this is the only account the user is assigned to they will be removed from the system altogether.

Assigning Users to Teams

Users may be grouped together - say a team that normally works together or for a firm that has branches that may be viewed independently. 

To set up a team go to dropdown by the firm name:

Click Users and Teams:

Select New team:

Add the team by grouping users and give it a name:

The dashboard may now be filtered by team:

The teams may be updated by the account owner or admin user. At the job level, instead of adding users to a job one by one, a whole team may be added. Clicking edit on the sidebar will reveal a dialog from where teams may be selected.  Additional users may be added (say as peer reviewers) if required. Teams show at the top, users below it.

Also see Client creation and deletion