Espresso

Espresso can handle unlimited number of users. Users can be ‘active’ or ‘hidden’. Hidden users are not allowed to login but all information already associated with their records (PO, Quotes, Projects and invoices) remain kept in the Espresso database. The number of active users is limited by your license agreement. Contact Language Networks if you need to add more active users.

5.3.1 Adding a user

1. To view Espresso users click Settings->Users.
2. You can switch views between Active users and Hidden users by selecting the view from the dropdown menu.
3. This menu allows you to add, edit and delete users. To add a new user click the 'Add' button.

4. Complete the form and click 'Save' or 'Update'

Explanation of the fields:

1. First name - first name of the user
2. Last name - last name of the user
3. Initials - initials of the user, will be used in various overviews
4. Title (optional) - can be used in various templates as salutation
5. Telephone - can be used in various templates
6. E-mail - can be used in various templates. All Espresso-generated messages will use it as a return address
7. Username (required)
8. Password (required)
9. Role (user or administrator). Setting role to 'administrator' will give this user superuser rights, effectively ignoring the settings within the Authority Matrix.
10. Status (active or hidden). Your Espresso license limits you to a certain number of active users. You can have more users registered in the system but they will be defined as 'hidden' or 'inactive' and will not be shown in any of the dropdowns throughout the application
11. Birthday. Can be used to generate automatic birthday greetings (if enabled)
12. Photograph. Can be used throughout the application (if enabled)

5.3.2 Assigning user rights

You must define user rights before the user can start using Espresso.

1. Click Locations
2. Click the  People icon to access the Location Users screen

3. Add users from the left pane to the right pane.
4. Click the user you want to edit
5. You will be presented with 5 checkboxes representing user roles (roles can be defined in the Authority Matrix screen):

AM - Account manager
PM - Project manager
RM - Resource manager
FM - Finance manager
AD - Administrator

Check the box to assign a role to a user.
Uncheck the box to remove the assignment

IMPORTANT! Roles assignments are valid only for the selected location! Repeat these steps for other locations if you use more than one location and if you want the user to be able to access other location data.