Employees

Create user accounts for your staff and your clients, assign permissions and see the last login and two-factor status.

Under Employees your company administrators create user accounts – for your own staff and, as a logistician, also for the staff of your clients. You decide what each user may see and do, either with a role (permission group) or with individual permissions. The list also shows when a user last logged in and whether two-factor authentication is active.

Screenshot: Employee overview with columns first name, last name, e-mail address, last login and 2FA

Before you start

Your user needs the permission Company Settings › Employees. To choose a role or open Manage Roles, you also need the permission for roles. Ask your administrator.
Your package must still have room for another active user. Users of your clients count against your package as well. If the limit is reached, contact X-Sitter support.
If you want to work with roles, create them first under Roles.

Step by step

Create an employee

Open Company Settings › Employees (Firmen Einstellungen › Mitarbeiter). You see the Employee Overview (Mitarbeiter Übersicht).
Click New employee (Neuer Mitarbeiter).
Fill in salutation (Mrs. / Mr.), First name (Vorname) and Last name (Nachname).
Switch Status on, so the user can log in.
In Company (Firma), choose your own company or one of your clients.
Enter an E-mail address (E-Mail Adresse) and/or a Username for login (Benutzername für Login). At least one of them is required.
Leave Password (Passwort) empty to have a temporary password generated, or enter one yourself.
Choose a Permission group (Rechtegruppe) – or leave it empty and tick the individual Access rights (Zugriffs-Rechte) in the tree below.
Optionally choose a Dashboard template (Dashboard-Vorlage).
Click Save (Speichern).

If you left the password empty, X-Sitter shows the generated temporary password right after saving: "Saved! Here is the initial password: …". Pass it on to the user. If an e-mail address is entered, the new password is also sent to the user by e-mail – you can adapt this email under System email templates. On the first login, the user follows the steps in First login.

Assign permissions

You have two options:

Permission group: choose a role in Permission group. The user gets exactly the permissions of this role. Individual access rights are ignored and the rights tree is hidden.
Individual access rights: leave Permission group empty and tick the permissions in the Access rights tree. Use the search field, Expand all / Collapse all and Select all to work faster.

warning

You can only grant permissions that you have yourself. You cannot change or remove your own permissions – ask another administrator to do that.

Screenshot: Access rights tree in the employee form with the search field and some modules expanded and ticked

Edit or deactivate an employee

In the Employee Overview, click the edit button next to the user.
Change the fields you need. To lock a user out, switch Status off.
To give the user a fresh dashboard, choose a template and tick Reset dashboard and apply template (Dashboard zurücksetzen und Vorlage anwenden).
Click Save. You see "The information has been saved".

Changed permissions take effect the next time the user logs in.

Fields and options

Field	Meaning
Salutation	Mrs. (Frau) or Mr. (Herr).
Status	On = the user can log in. Off = the account is deactivated. Only active users count against your package.
Company (Firma)	Your own company or one of your clients. A user of a client only sees the data of that client.
Manage employees (Mitarbeiter verwalten)	Only when editing an existing user. Yes = the user is an administrator of the company and may manage employees.
E-mail address / Username for login	Used to log in. At least one must be filled in, and both must be unique in X-Sitter.
Password	Empty for a new user = a temporary password is generated and shown. Use lower and upper case letters, digits and special characters – at least 6 characters, better more than 10.
Permission group (Rechtegruppe)	Role whose permissions the user gets. If set, individual access rights are ignored.
Dashboard template (Dashboard-Vorlage)	Defines which widgets the user sees when opening the dashboard for the first time. Automatically by user role (Automatisch nach Benutzerrolle) is the default; you can also choose one of your own templates.
Reset dashboard and apply template	Only when editing: replaces the user's current dashboard with the chosen template.
Access rights (Zugriffs-Rechte)	Individual permissions, only used without a permission group.

The list column Last login (Letzter Login) shows when the user last logged in, 2FA whether two-factor authentication is set up (see Login and two-factor authentication).

Screenshot: Lower part of the employee form with permission group, dashboard template and the reset checkbox

Good to know / Troubleshooting

Message	Cause	Solution
"Please enter an email address or a username." (Bitte eine E-Mail-Adresse oder einen Benutzernamen angeben.)	Both fields are empty.	Fill in at least one of them.
"That email address already exists in the system." (Die E-Mail-Adresse existiert bereits im System.)	Another user already uses this e-mail address.	Use a different e-mail address.
"That username already exists in the system." (Der Benutzername existiert bereits im System.)	The username is taken.	Choose a different username.
"You cannot remove your own permissions" (Du kannst Dir selbst keine Rechte entfernen)	You tried to change your own account's permissions.	Ask another administrator.
Package limit message for users	The user limit of your package is reached.	Deactivate users you no longer need or contact X-Sitter support.
A user does not see a menu item after the change	Permissions are loaded at login.	The user logs out and in again.