Teams, Access Rights and Hours.
Decide who sees what and who may do what, and know where everyone's time went, including general workers who never touch the app.
A trade business has owners, office staff, team leaders, technicians and general workers, and they should not all see the same things. In ExequtechOS the Users app is where you add people, put them in teams, decide what each team may see and do, and see the hours everyone worked.
At a glance
- Where it happens
- Users app for people, groups and hours; Settings › Access Control for what each group can open.
- Two kinds of user
- People who log in, invited with a signup link, and general workers added without a login for scheduling and hours.
- Groups (teams)
- Each user belongs to one or more groups, such as Technicians, Dispatch or Accounts; a group has members, an owner, privileges and notification topics.
- Privileges
- Permission tags on a group decide who may review quotes, issue quotes, invoices and credit notes, or manage transactions.
- Access rights
- Every app and tab is a view granted per group and per user. Without the Transactions view, a user never sees the transactions captured.
- Hours
- Clock-in, travelling and working hours per person, with GPS-tagged events, corrections that need a reason, and a CSV worksheet export.
- General workers
- Hours tracked through the team they work with, at no charge: only people who need a login are paying users.
Add people: with a login, or without
Users app › Add User
Add User has two options:
- Invite someone who will use ExequtechOS or Exequ-Jobs. Choose their groups, optionally enter their email for an invitation, and Generate Signup Token. They follow the link, valid for 7 days, and choose their own username and password.
- Add a no-login user: someone who will not use the app but needs to be scheduled, assigned to work, or have their hours tracked, such as a general worker or assistant. Enter their name, username, email and phone, choose their groups, and they are ready.
A user's role, Root, Admin or Employee, comes from the groups they are in, so there is no separate role to keep in sync. Search users by name, username, email or phone; a dot shows who is clocked in right now.
Put people in teams
Users app › Groups › New Group
Groups are your teams, built around how your business works: Administrators, Technicians, Dispatch, Purchasing, Accounts. New Group creates one; add members, and a user can belong to more than one group. Each group can have:
- an owner responsible for it;
- privileges, as permission tags, that let its members do certain things;
- notification topics, so the right team hears about the right events;
- access rights to apps and tabs, set in Settings › Access Control.
Groups that are no longer needed are archived, not deleted, and can be restored.
Give teams privileges
Group › Manage Tags
Privileges decide who may do the sensitive things. Add them to a group with Manage Tags, and every member has them:
| Privilege | What it means |
|---|---|
| Review quotations | Approve or reject quotes issued for internal review before they go to the customer. |
| Issue quotations | Issue and cancel quotes. |
| Issue invoices | Issue invoices to customers. |
| Issue credit notes | Issue credit notes. |
| Manage transactions | Capture and manage money in and out. |
Users without the privilege cannot take that action. That is how quotes get a second pair of eyes before they reach the customer, and how you make sure only accounts staff issue invoices.
Decide who sees what
Settings › Access Control, and Users › View Access
Every app and every tab in ExequtechOS is a view, and nobody sees a view they have not been given:
| App | What it means |
|---|---|
| Billing | Customer Quotes, Supplier Quotes, Sales Invoices, Supplier Invoices, WCQs, Purchases, Credit Notes, Debtors, Creditors, Income and Expenses transactions. |
| Jobs | Jobs, Projects, Recurring and Schedule. |
| Assets | Products, Consumables, Fixed Assets, Services and Labour. |
| Contacts | Customers, Suppliers and Leads. |
| Reports | Dashboard, Library, Job Reports, Audit Logs, Asset Transfers and Builder. |
| Users | Users and Groups. |
Access is granted to whole groups under Settings › Access Control, which only the main (root) administrator can change, and can be adjusted for one person with View Access in the Users app.
Example: transactions
Your bookkeeper needs to see money in and out; your technicians do not. Give the Accounts group the Income and Expenses transaction views and leave them off for Technicians. For a technician, the Transactions tab simply is not there, so they cannot see any of the transactions captured in the app. The same works for supplier invoices, creditors, profitability reports or audit logs.
What a user has no access to is not greyed out or locked: it is hidden. They never see it, so their workspace only holds what they actually use. A technician, for example, can log in to ExequtechOS like anyone else, but works with only the few apps and tabs their group has been given. Within what they have been given, each user can switch off views they do not need under Settings › Views, but can never switch on one they were not granted.
See everyone's hours
Users app › select a user
Pick a person and a period (today, the last 7 or 30 days, or your own dates) and see three totals:
- Available Hours: time clocked in for the shift.
- Traveling Hours: time spent on trips to and between jobs.
- Working Hours: time worked, against each job card.
The Activity History lists every clock-in and clock-out, trip, work start, pause and completion in order, each with its location. Work time comes from the job status changes made on site; if a work interval has to be corrected in the office, the edit needs a reason, so the record stays honest.
Download Worksheet exports the hours of one user, or everyone in your search, to CSV for payroll: each interval with its job, customer, address, status, hours, travel time, and the job notes, for all jobs, invoiced jobs or jobs not yet invoiced.
General workers: hours tracked, free of charge
No-login users, teams and work sessions
General workers usually don't carry the app, but their hours still cost you money and still belong on the job. Add them as no-login users and their time is tracked through the team they work with:
- On the job: the team leader adds them to the team in the app, and their time is recorded with the team leader's En Route, Start Work and On Hold taps.
- In a group: Start Work Session on a group and use Clock in & join member to add workers as they arrive; End Session closes it, and the Work Session History keeps who worked and for how long.
Their hours appear in the same totals, history and worksheet as everyone else's. And because only people who need their own login are paying users, tracking general workers costs nothing. See pricing.
When someone leaves
User › Archive
Archive the user and their login, sessions and password reset are revoked immediately. Nothing is deleted: their work on jobs, documents and time records stays, so history never has gaps.
Questions about users, teams and access
Can I stop a user from seeing our transactions?
Yes. Transactions, split into Income and Expenses, are a view like every other tab. If a user’s groups and their own access do not include it, the Transactions tab is hidden from them entirely, so they cannot see the transactions captured in the system and it does not clutter their workspace. Capturing and managing transactions is a separate privilege on top of that.
What is the difference between a privilege and an access right?
Access rights decide what a user can see: which apps and tabs appear. Privileges decide what a user can do on what they see, such as approving a quote, issuing an invoice or managing transactions. A user can see quotations but still need the reviewer privilege to approve one.
Are access rights set per team or per person?
Both. The main (root) administrator gives each group access to apps and tabs in Settings › Access Control, and an individual user’s view access can be adjusted in the Users app. Users can then hide views they do not need, but never add ones they were not given.
Do general workers need a paid user to have their hours tracked?
No. Add them as no-login users. They are scheduled and tracked through the team they work with, either added to the team on the job by the team leader in the app or joined to a group work session in the office. Only people who need their own login are paying users.
How do new staff get access?
Invite them from the Users app: choose their groups, optionally enter their email, and generate a signup link. The link is valid for 7 days, and they choose their own username and password when they follow it.
What happens when someone leaves?
Archive the user. Their login, sessions and password reset are revoked immediately, while their history on jobs, documents and time records stays intact.
Can I export hours for payroll?
Yes. Download Worksheet exports a CSV for one user or a whole team over a date range, with every work interval, the job, customer, hours, travel time, and the job notes. You can include all jobs, only invoiced jobs or only jobs not yet invoiced.
Keep reading
- Manual: adding users — step by step, with screenshots.
- Manual: set user views — grant a person access to apps and tabs.
- Manual: check working hours — read a user’s available, travelling and working hours.
- The Jobs app — where team time is recorded on each job.
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