Administrators

1. See who can sign in

Go to Access & security → Users. The table shows each person's role, their status (Active, Invited or Suspended), whether they use two-factor sign-in, and when they were last active. The line under the title shows how many users your plan includes.

Open the menu at the end of a row for what you can do: Edit and Remove for everyone; Resend invite for someone who hasn't joined yet; Reset two-factor for someone who uses it.

2. Change a role, or suspend someone

Choose Edit. Pick their new Role - it applies straight away, and they're told.

To stop someone signing in without removing them, set Status to Suspended; set it back to Active to let them in again. Select Save changes.

3. Help someone who lost their phone

If someone can't sign in because they've lost the phone with their authenticator app, choose Reset two-factor. It turns their two-factor sign-in off and signs them out. They then sign in with their password and set it up again on their new phone - straight away, if your organization requires it.

You can't reset your own, and only an owner can reset another owner's.

4. Remove someone

Choose Remove to take away their access for good. The audit log keeps what they did. If they might come back, suspend them instead.

1. See your roles

Go to Access & security → Roles. Each role shows what it's for, how many permissions it has and how many users.

Owner always has everything - including what comes with new modules - and can't be changed. Admin runs the organization day to day. Manager leads a team: they see their department and reporting line in each module. Staff use TinERP for themselves.

2. Add or change a role

Select Add role (1), or open a role's menu and choose Edit. Give it a name and a line about what people with it do, then tick its permissions - they're grouped by module, each with a line saying what it allows. Select Save.

Tip: Sensitive employee details - date of birth, home address, ID numbers, next of kin, bank details and documents - have their own permission that no starting role has. Give it only to your HR role.

3. Give people the role

Go to Users, open the person's menu, choose Edit and pick the role. Changes to a role apply at once to everyone who has it.

1. Choose a kind of request

Go to Organization → Approval workflows and pick a kind of request on the left. Kinds that belong to modules outside your plan are listed separately.

Rules are checked from the top: the first rule whose conditions match a request decides who approves it. The chips under the title show what rules can check - for leave, the days, the leave type, the department and the branch; for money, the amount.

2. Add or change a rule

Select Add rule (1), or the pencil on a rule. Give it a name, then set:

When - the conditions, which must all be true, such as Days is at least 10. No conditions means every request.

Then approved by, in order - the steps. Each step's approvers can be the requester's manager (or their manager's manager), the head of their department, anyone with a role, or named people, and the step needs Any one or All of them. Select Save rule.

Tip: A rule with no steps approves requests automatically - for example expense claims under a small amount.

3. Keep approvals moving

Under a step, Escalate if it waits adds more people if nobody decides within a number of working days - usually the manager's manager. Any one of them can then decide.

Reminders, on the left, apply to every kind of request: whoever hasn't decided is reminded every few working days, from 8am.

4. Try it before you rely on it

Scroll to Who would approve this?. Choose who is asking and fill in the request's details. TinERP shows which rule matches and the real people each step would go to. Nothing is saved.

1. Require two-factor sign-in

Go to Access & security → Security and turn on Require two-factor sign-in. Everyone then signs in with their password and a 6-digit code from an authenticator app. People who haven't set it up are asked to before they can continue.

Set it up on your own account first (My account). The page shows how many active users haven't set it up yet.

2. Choose session limits

Lock the screen after - a time with no activity, after which the screen locks until the person enters their password.

Sign users out after - a time without using TinERP. It applies from each person's next sign-in. Select Save changes.

1. Find what happened

Go to Access & security → Audit log. Search for a person, an action or a record, filter by category or severity, and choose a period. Changes shows each field that changed, old → new.

Export (1) downloads what you've filtered as a CSV file - for your auditors, for example.

Tip: Sensitive values - ID numbers, bank details, dates of birth - are recorded as changed, never shown.

1. Change a format

Go to Organization → Numbering. Each kind of document shows its format and the next number. Select Change format and build it from your own text and these parts: {YYYY} or {YY} for the year, {MM} the month, {FY} the financial year, {BRANCH} the branch code, and one counter such as {00001}. A preview shows the next number.

The counter starts again each year when the format includes the year, and counts separately for each branch when it includes {BRANCH}.

2. Carry on from your old system

Select Start next at… and enter the next number - for example 1043 if your last invoice was 1042. You can only move forward, so a number is never given twice.