WHEN to Add Users

Add users when:

  • A new staff needs system access.

  • Different departments require system access.

  • You want to control access using role groups.

  • You want staff to access only their own data (non-admin users).

  • You want better task delegation and workflow efficiency.

Important:

  • Each User must / will be linked to a Staff profile.

  • License credits are deducted only for active users.

How to Add a New User

There are 2 ways to add a user:

  1. Create User (for new users)

  2. Assign User (for existing registered users)

? Where to Access This Function

To manage users:

  1. Go to Global Configuration

  2. Click Users

Use the screenshot below to locate each button:

1️⃣ Create User (For New Users)

Use this option if the staff has NEVER registered before.

Steps:

  1. Go to Global Configuration > Users

  2. Click Create

  3. Fill in the required information:

No. Field What to Do
1 Staff Type Choose New Staff or Existing Staff
2 Staff Name Select existing staff OR type new staff name
3 License Type Choose the license to assign (based on subscription)
4 Email Enter email (this will be the username)
5 Password Enter password
6 Confirm Password Re-enter password

  1. Click Save

2️⃣ Assign User (For Existing Registered Users)

Use this option if:

  • The user has already registered before, OR

  • The email is already used in another OfficeCentral account.

Steps:

  1. Go to Global Configuration  > Users

  2. Click Assign

  3. Fill in the following details:

No. Field What to Do
1 Username Enter the existing username
2 License Type Select the license to assign (based on subscription)
3 Staff Name Select the staff name

  1. Click Save

How to Unassign User (Remove from Active License)

If a staff is no longer using the system / resign, you should Unassign the user.

Steps to Unassign:

  1. Go to Global Configuration > Users

  2. Click View List

You will see the user list.

No. Action What to Do
1 Click Unassign Click the Unassign button
2 Confirm Click OK to proceed OR Cancel to stop

Use the screenshot below to locate each button:

After confirmation:

  • The user account becomes inactive.

  • The staff is removed from active license count, hence they cannot log in anymore.

  • System will stop charging license for this user in the next billing cycle.

Reassign License & Roles

Steps to reassign:

  1. Go to Global Configuration > Users

  2. Click View List

  3. Click Details

You will see the user list.

No. Step What to Do
1 Select License Choose new license type
2 Update License Click Update License
3 Select Role Group Choose appropriate role group(s)
4 Update Roles Click Update Roles

Use the screenshot below to locate each button: