Adding users

Users are managed at company level, under Users. Everyone in your business who needs SmarteBuild gets their own account.

Creating one

Create user asks for:

Field	What it is
First name / Last name	Their name, shown throughout
Email address	Their login, and where notifications go
Position	Their role in the business
User is administrator	Whether they can manage users and company settings

Then set what they can reach — see Roles and access.

One account per person

Never share a login.

Every measurement, order, claim and variation records who created it and who changed it. A shared account makes that record meaningless, and it is the record you need when a number is queried or something goes wrong.

It also means someone leaving requires changing a password everybody uses, which nobody gets round to.

Shared logins destroy the audit trail

“Who changed this quantity?” has an answer if everyone has their own account, and no answer at all if three people share one. The history is one of the more valuable things the system keeps.

Administrators

User is administrator grants management of users and company settings.

Keep it to the people who genuinely need it — usually one or two. An administrator can change what everyone else can see and do, which is not a permission to hand out because someone asked.

Have at least two. One administrator on annual leave with a user locked out is an avoidable problem.

When someone leaves

Two options, and the difference matters:

	User is disabled	User is deleted
They can log in	No	No
Their history is preserved and attributed	Yes	Reduced
Reversible	Yes	Less so

Disable is nearly always right. It stops access immediately and keeps their work attributed to them — which is what you want when a job they estimated is queried a year later.

Show deleted / disabled users brings them back into view.

Disable the account the day someone leaves. It is the one bit of housekeeping that matters immediately.

What a new user needs

Beyond the account:

1. Module access — which parts of the system they can open
2. Project permissions — which jobs they can see
3. Email settings, if they will send orders or claims — see Email settings
4. Their own profile and signature — see Your profile

A user with an account and nothing else logs in to an empty screen, which is the most common “it is not working” report from a new starter.

Xero integration

Users carry a Xero integration setting, controlling whether that user can push orders and expenses to Xero.

Grant it to whoever does the books, and not to everyone. See Integrations.