Settings → Team lists everyone in your organisation. Tags on each card show the person's role, Free Account when Omono provides the account free of charge, and 2FA when two-factor authentication is on. The main account holder's role tag ends / Main Account Holder.
Filter the list by Name / Email, Division, Department or Role. Tick Show Archived to see former users.
Roles
Role | What they can do |
Admin User | Everything, including Settings, the team, Xero and the Xero Sync Logs report. Only an Admin User can ship a dispatch that takes a customer over its credit limit when the Xero credit check is set to On - Shipping allowed if over credit limit (admin users only). |
Standard User | Every day-to-day function. Cannot open Settings. |
Internal Contact | A free record for someone who is on the team list but never signs in. They cannot be chosen as a salesperson, account manager, buyer, raised-by user or task assignee, but they do appear in email recipient lists under your organisation's name. |
The person who registered is the main account holder, always an Admin User; you cannot change their role.
You cannot change a user to Internal Contact while they are the account manager on a company, the salesperson on a quote or order, the raised-by user on a credit note, or the buyer on a purchase order. The option is greyed out. This includes completed and archived records and earlier quote revisions. Reassign the documents first. Un-archive an archived company to change its account manager, and reactivate a Lost quote to change its salesperson. A Complete or Cancelled sales order, a Won quote, a Cancelled purchase order, a Complete credit note and an earlier quote revision cannot be edited, so a user named on one of them can never become an Internal Contact.
Adding a user
In the Settings navigation, click the + on the Team entry.
Choose the User Role and a Profile & Chart Colour for their avatar and chart series.
Enter their First Name, Last Name, Email and contact details. Choose a Division if your organisation has divisions.
If you plan to assign this person to dispatches on the Workflow board, tick Activated on the Operator row of the Functional Role table. See Operators and traffic lights.
For a Standard User, tick Allowed on Suppliers ▹ Update Bank Details to let them change supplier bank details. Without it they can only see them. Admin Users can always change them.
Click the tick.
New users receive a Welcome to Omono! email with a link to set their password, valid for 30 days. Until then they cannot sign in, and the sign-in page says Uh-oh. There is no resend button: if the link has expired or the email is lost, the user clicks Help, I forgot! on the sign-in page and uses the Omono Password Reset email instead. An Internal Contact gets no email, because they never sign in.
If the user does not appear
The form will not save without a First Name, a Last Name and a valid Email; the missing box turns red. (User Role and Profile & Chart Colour are filled in for you.) If the form closes but the user is not in the list, Omono shows no error. The cause is one of these:
The email address already belongs to another Omono account, in any organisation.
The first or last name is "Omono", which is reserved.
The First Name, Last Name, Job Title, Telephone or Mobile is longer than 50 characters.
Correct the details and add the user again.
Editing and archiving
Click the pencil on a user's card. You cannot change your own role or the main account holder's role, and the main account holder cannot be archived.
If you change a user's Email, the account moves to the new address at once and Omono sends it an Omono Email Address Verification email. The user cannot sign in until they click the link; the sign-in page just says Uh-oh. Tell them to check their spam folder. Internal Contacts get no email.
Changing a user to Internal Contact signs them out of every device at once.
Archive User removes access and signs the person out everywhere. Their name stays on old documents, and they are hidden from pickers. Un-archive User restores access with their existing password.
Default division
A user's Division is their default: it pre-sets the Division filter on the document search screens and goes on new documents for companies that have no division. See Divisions.
Two-factor authentication and trusted devices
On a user's edit form, Reset Two-Factor Authentication (shown when the user has 2FA on) removes their 2FA set-up and trusted devices, and the Trusted Device table lets you Revoke a remembered browser. Organisation-wide 2FA policy is set in Settings → App → Security. For when to use these and what the user sees, see Security, two-factor authentication and My Account.
Things to know
One account can be signed in on one browser at a time. See Security, two-factor authentication and My Account.
A password must be at least 8 characters with letters and numbers. A Help, I forgot! reset link lasts 3 days, not 30.
You cannot archive your own account. Clicking Archive User closes the form, but your account stays active and no message appears.