Crew and accounts: who is who

What this is for

Tomruq keeps two lists of people. They are easy to mix up:

A cutter who never touches a device is on the Crew only. A foreman who records on a device needs an account, and is usually on the Crew too, so records can name them as the cutter.

Add someone to the crew

Owners and managers can do this.

1. Go to People → Crew.
2. Click Add a person….
3. Type the Given name and Family name.
4. Under Can work as, tick Cutter, Driver and/or Saw operator. This decides where they can be chosen on a device.
5. Click Add.

Crews can also add a person on the device, with + Not on the list. That person joins the crew list when the device next has signal.

To change someone, click Edit…. To take someone off the list, click Remove…. Records that name them keep their name. Removing cannot be undone; add them again if needed.

Invite someone to sign in

Only owners can invite.

1. Go to Admin → Accounts, then Invite someone….
2. Type their Name and choose their Role (see below).
3. Give either:
   • Email (optional): the invitation is emailed there; or
   • Username (optional): for someone without email. Use capital letters, digits and dots, such as SAM.EXAMPLE.
4. Click Invite.
5. An Invitation link appears. It works once, for 14 days, and is shown only now. If the email does not arrive, or there is no email, hand them this link yourself.

They open the link, choose a password and are in. For crews, see Set up a device.

Under Invitations you see each invitation's status: Waiting, Accepted, Withdrawn or Expired. Use Send again… for a new link (the old one stops working), or Withdraw… to cancel it.

The four roles

• Owner: can do everything. Making someone an owner asks for your password again. The organization always keeps at least one owner.
• Manager: runs the daily work.
• Field user: records on the device app. In the console they see only a short page that points them to the app.
• Auditor: reads and exports everything, and changes nothing. Good for an accountant, a certifier or a buyer's inspector.

Each person sees their own list under Me → What you can do here.

A support person let in by an owner is an auditor or a manager whose access ends by itself. Their row reads "Support access until …", and their role cannot be changed. See Support access.

Change an account

On Accounts, each row has:

• Role…: change the role.
• Rename…: change the name others see.
• Suspend…: they can no longer sign in, and their sessions end at once, on every device. Their records stay. Reactivate… lets them back in.
• Reset code…: for someone without email who forgot their password. See below.

Forgotten passwords

• With email: they click Forgot your password? on the sign-in page, type their Email and get a link by email. They do not need the organization's short name.
• Without email: an owner or manager clicks Reset code… on their row, then Issue the code. The code works once, for 24 hours, and is shown only once. Hand it over in person or read it out on a call. They enter it in the device app with Reset the password with a code.

Tips

• Never share one account between several people. Every record says who typed it. Shared accounts make that worthless.
• Devices and field users cost nothing extra. Give everyone who records their own account.
• A person who leaves: Suspend… their account, then Remove… them from the crew if they will not work again. Revoke their device if they keep it (see Set up a device).

Related articles

• Set up a device
• Auditor access to ID numbers
• Getting started
• Security and your data