Managing Users and Roles

You can create an unlimited number of users for your Goflow account. It's recommended to create separate user accounts for each person who will use Goflow, and to avoid the practice of sharing user accounts. The username appears in the order logs. Separate users allows you to identify which user performed specific actions.

Managing Users with Admin Rights

The account admin has access to create new users and to manage other user accounts.

Creating a New User

To create a new user, follow these steps:

1. From the left sidebar, go to Settings › Users.
2. In the upper right-hand corner, click on New User.
3. Enter the user's first and last name.
4. Enter a unique username.
5. Enter a valid email address.
6. Set a password that meets the following criteria: at least 6 characters long, containing at least one uppercase letter, one lowercase letter, and one number.
7. Assign the User role and optionally add user tasks and additional roles.
8. Finally, Save the user details.

A verification email will be sent to the email address you entered. The user must follow the instructions in the email to verify their email address. Only verified users can reset their passwords or initiate a chat with Goflow Support.

Editing Users

To edit an existing user, follow these steps:

1. From the left sidebar, go to Settings › Users, and select the user you want to edit.
2. On the Details card, click the pencil to edit.
3. Update the first and last name, or the email address.
4. Update the user's roles, user tasks, or additional roles.
5. Finally, Save the changes.

If you update the email address, a verification email will be sent to the new email address you entered. Additionally, a notification email will be sent to the old email address, informing them of the updates.

Deactivating and Reactivating Users

To deactivate or reactivate a user, follow these steps:

1. From the left sidebar, go to Settings › Users, and select the user you want to update.
2. On the Status card, click the pencil to edit.
3. Update the user's status to Suspended or to Active.

Once a user is suspended, they will be logged out immediately.

Transferring Account Ownership

The user who created the Goflow account is initially designated as the Account Owner. Each Goflow account can have only one owner, but the ownership can be transferred to another user if needed. To check which user currently holds the account ownership, go to Settings › Users, and select any user. On the Owner card you can see the user who is currently the account owner.

To transfer ownership of a Goflow account, the current owner is to follow these steps:

1. From the left sidebar, go to Settings › Users, and select your own user name.
2. On the Owner card, click on Transfer Ownership.
3. Choose a username to transfer ownership to.
4. For security, enter the Goflow login password.
5. Finally, click Transfer Ownership.

If the original account owner is no longer around, the current admin user can reset the owner's login email and password.

Managing Users with User Rights

Users have the ability to manage their own profile and to make updates to their email or password.

Updating User Email

To update the email address associated with a user account, follow these steps:

1. From the left sidebar, go to Settings › Profile.
2. Click on Email Address, and enter the new email address.
3. Click Save to apply the changes.

Upon updating the email address, a verification email will be sent to the new email address you entered. Additionally, a notification email will be sent to the old email address, informing them of the updates.

Updating User Password

To update the password on a user account, follow these steps:

1. From the left sidebar, go to Settings › Profile.
2. Click on Password, then enter the current password along with the new password.
3. Click Save to apply the changes.

The password must meet the following criteria: at least 6 characters long, containing at least one uppercase letter, one lowercase letter, and one number.

Resetting User Password

If you are unable to log in to Goflow, you might need to reset your password. To do so, follow these steps:

1. On the Goflow login page, click on Forgot Password?
2. Enter the email address associated with your user account, and click on Reset Password.

If the email address you entered is correct, you will receive password reset instructions via email.

If the email address you entered is incorrect, you will receive an email stating so. The email will include the Goflow domain to which you are trying to log in. Take the following steps to resolve the issue:

• Verify that you attempted to log in to the correct domain.
• Try using a different email address.
• Contact your account admin, who can assist you by looking up the email address on your user profile.
• If you are the account admin and locked out, reach out to Goflow Support for assistance.

Managing User Roles

User roles govern the areas of access that Goflow users have. There are three main levels of access:

• Regular users have the Users role, which is the lowest level of permissions available. It grants access to the main areas of Goflow, except for user management and the enumerated areas. A user missing the Users role will not be able to log in to Goflow.
• Admin users have the Admin role. It grants access to the main areas of Goflow, and to user management, but not the enumerated areas.
• One admin user is designated as the Account Owner. Owners have the same access as Admins, and in addition they can also create API tokens.

Enumerated Areas of Permission

In addition to the core User and Administrator roles, special roles grant access to sensitive areas of Goflow. These roles must be explicitly assigned to users:

• Exports - Grants access to Transaction Exports.
• Bills - Grants access to Purchase Bills.
• Reports : Sales - Grants access to Sales Reports and Analytics.
• Reports : Inventory - Grants access to Inventory Reports.
• Inventory Forecasting - Grants access to Inventory Forecasting.
• Listings - Grants access to Creating and Managing Listings.
• Returns - Grants access to Order Returns.
• Adjustments - Grants access to enter Adjustments, and make Conversions, and Productions.

The Buyer and Picker Tasks

Buyers are users responsible for handling the purchase of specific product subsets. The use of buyers allows each buyer to filter and manage their own products. Reports and analytics can also be filtered to track the revenue generated by each buyer. To make a user available as a product buyer, add them to the Buyer List while you assign user roles. To assign a product to a buyer, manage product buyers.

To restrict buyers' access to reports, their user is assigned the Buyer role alongside the various reports roles. The Buyer role is designed to be restrictive, allowing access only to the reports related to the buyer's products and limiting access to other products.

Pickers are users assigned to order pick lists and tasked with picking products from the warehouse shelves. To make a user available as a picker, add them to the Picker List while you assign user roles. When creating an order pick list, you can then assign a user from the list of Pickers.