When adding a new user to your Knowify account you are presented with many options to choose from in order to set up their permissions and access to Knowify. Selecting the correct options will ensure that your users are set up with only permission to access the parts of your Knowify account that you would like to grant them access to.
Type of access
First, we must decide what kind of access will they have?
- User with regular access to Knowify: This user is able to sign in to Knowify through an internet browser (we always suggest chrome, firefox & safari!) to work on the back office applications of Knowify. This user will also be able to sign in on the mobile app as well, although the mobile app is primarily used for time tracking so they most likely will only sign in to the mobile app to test it out. The amount of access to information and tools that this user will have can be set in the next step.
- User with mobile access to Knowify only: This user will only be able to sign in from the Knowify smartphone app. From the app they can clock in & out with GPS tracking, make comments and upload photos to phases, and record purchases (and upload receipts!).
- Subcontractor with mobile access to Knowify: You can set up any subcontractors that you would like to track time for as this kind of user. This user will have all of the same abilities and access as a user with mobile access.
- User with no access to Knowify: This employee will have no access to Knowify. This user will be in the system just so that their time can be tracked by other users for labor costing purposes.
User information and setting permissions
Now that you have chosen what kind of access this user will have, what permissions will we set for them?
If you set up a full access user this is what the setting permissions screen will look like:
Let’s break this settings page down so that it is easier to understand:
User information
For this user you will have to enter their basic information:
- First Name
- Last Name
This will allow us to email them to get their account set up so that they can sign in and start using Knowify.
You will also be able to send messages to their email from Knowify.
If the user does not have an email you can put in a fake email they will just use to sign in since you have the ability to manually set passwords for each employee.
You will only need to use an actual email address if you need them to receive emails from Knowify.
- Cell Phone Number
This will be used if you would like to customize any documents to show your mobile number.
Then you can start entering their Knowify information:
- Role
Here you can create new roles or use existing ones. A “role” is a concept used several places inside of Knowify. The role you assign to the user will be used to apply default rates to time entries and can be displayed in your proposals and invoices if you wish. For contractors, “Roles” tend to be things like Project Manager, Foreman, Electrician, etc.
- Group
Groups can be used to organize employees into teams when planning or scheduling. You can create groups in your “Structure” tab in your admin section.
- Direct Manager
A direct manager will be responsible for approving any purchases that are over this user’s approval authority.
- Approval Authority
Here you can set a maximum total amount this user can spend on a purchase without requiring review and approval from their direct manager. If the purchases exceeds the approval authority (or if you set the approval authority to $0), then in order for it to be job costed/finalized, the direct manager will need to approve the purchase.
If all purchases must be approved, set the limit to $0.
- Unlimited Approval
Checking this box means that approval is not required for any purchases that this user makes.
Allowing a user to have unlimited approval authority can also work as a way to give them access to many things in Knowify (such as access to Cost, Profitability, and the Dashboard) without making them an Admin.
Now for the second half of the settings page:
Setting permissions
At the bare minimum, if none of these boxes are checked off, a user will have access to only record purchases.
Here is what will happen if you check any of these boxes:
Is responsible for paying bills
If this is turned on:
This will allow the user to view the bills module.
This will automatically enable “Views Clients/Vendors Financial Data”.
This user will be able to enter and manage bills.
If this is not turned on:
This user will not be able to record a bill but will still be able to view and enter purchases.
This user will not be able to see the bills module.
You are able to give the user access to view jobs without allowing them to enter bills.
Is responsible for invoicing clients
If this is turned on:
This will allow the user to view the invoices module.
This will automatically enable “Views Clients/Vendors Financial Data”.
This user will be able to access the invoices section and manage any outstanding invoices.
This user will be able to invoice the client.
If this is not turned on:
This user will not be able to access the invoices section and manage any outstanding invoices.
This user will not be able to invoice the client.
You are able to give the user access to view jobs without allowing them to invoice the client.
Tracks their time
If this is turned on:
This user will have access to the time tracker module.
This user will be able to enter their hours and check in and out of jobs using either a computer or the mobile application.
If this is not turned on:
This user will not have access to time tracking and will not be able to enter hours.
Manages Client Agreements
If this is turned on:
This user will have access to the contract jobs module.
This will automatically enable “Views Clients/Vendors Financial Data”.
This will automatically enable “Manages Jobs”.
This user will be able to create bids/proposals, contracts, and estimates for your job.
This user will be able to access the contract section of any job, to view contract value, invoiced value, and to manage change orders.
This user will be able to access to plan & track and contract & change orders.
Only having this selected will not allow the user to go through the whole process of the job as it will not allow them to invoice or record bills (you must turn those on separately).
This user will be able to access to the catalog module.
If this is not turned on:
This user will not be able to access the contract & change order section (this is a privilege required for any users who are going to input and send out change orders).
This user will not have access to the catalog module.
Schedules Company Resources
If this is turned on:
This user will have access to the scheduling module.
This user will have access to the company’s schedules and corporate calendar.
This user will be able to manage the schedule for other employees and resources.
If this is not turned on:
This user will still be able to see their own schedule.
Views Clients/Vendors financial data
If this is turned on:
This user will be able to view financial information and is required for other access points such as access to bills and invoices.
If this is not turned on:
This user will not be able to view financial information and will not be able to access bills or invoices.
Can Access Quickbooks or is Your Accountant
If this is turned on:
This user will have access to the QuickBooks module.
This user will be able to access the accountant section, view a transactions log of all data synced between Knowify and QuickBooks.
This user will be able to set the default accounts in QuickBooks for Knowify to sync information.
If your company is not connected to QuickBooks, this privilege can be ignored.
If this is not turned on:
This user will not be able to access the accountant section or the QuickBooks settings.
Is a Foreman or Can Approve Time-cards
If this is turned on:
This user will have access to the review time section.
This user will be able to enter and approve time for other employees through the browser or mobile app.
If you have an office manager who enters everyone’s time, they will need this privilege.
Manages Jobs
If this is turned on:
This user will have access to jobs within the contract jobs and service jobs sections.
If no other permissions are granted, only having “Manages Jobs” will give the user access to the Job’s Documents & RFI’s and the job log.
This user will have access to create a new job or close a job.
This feature does not grant access to plan & track, proposals, and contracts & change orders.
This is required for other access points such as “manage clients agreements” and “schedules company resources”.
Is a Knowify System Administrator
If this is turned on:
This user will have access to the admin section of your Knowify account.
This user will have access to settings, user’s & rates, and access to the subscription tab.
Hope this helps you understand how different types of access and permissions will effect each account! If you have any questions about this topic or anything else Knowify feel free to send us an email at support@knowify.com.