V8 - User Administration

Administrators must manage your company's users of SOS Inventory to control who has access to your SOS Inventory account, and to which information they have access. Users and their permissions are handled via the Users list (Company menu > User administration).

Users in SOS Inventory are independent from users in QuickBooks Online. For example, your organization might have two users in QuickBooks Online and 10 users in SOS, or vice-versa.

Adding users

To add a user, go to the Users list (Company menu > Admin > User administration) and click on Add new. Complete the form, select the privileges for the user, then save. See the following subsection for more information on user privileges. Please note that an additional fee applies if you go beyond the number of users included with your pricing plan.

Assigning user privileges

User privileges in SOS Inventory are much more granular than those in QuickBooks Online. You can select close to 50 different security settings to turn on/off for your users. To grant/deny privileges to a user, specify those you want them to have. You would enter this information when adding or editing the user. Note that anyone designated as an administrator will have access to all areas of the system.

As with QuickBooks Online, one administrator on your account must be designated as the master administrator. The master administrator has ultimate control over the account. The master administrator can be changed only by contacting the SOS Inventory support team. See Changing the master administrator for more details.

Restoring inactive users

On the Users page (Company menu > Admin > User administration), you can use the Status field in the Change filter feature to view a list of active and/or inactive users. To restore an inactive user, find the user in the inactive list and select Activate under the Actions menu.

Unlocking users

By enabling the Locked column on the Column chooser of the Users list (Company menu > Admin > User administration), you can see when a user has been locked out of his account due to too many failed login attempts. A Yes will appear in the Locked column for that user.

To allow the user to log in again, select Unlock under the Actions menu. The user should clear their SOS cookies before attempting to log in again.

Changing a user's email address

An individual user's email address must be changed by the user in their User profile (User menu > User profile).

Changing the master administrator

For security reasons, changing the master administrator (account owner) on your account MUST be accomplished by the SOS Inventory Technical Support Team.

To meet the security policies outlined in the Terms of service, changing the master administrator would fit into one of these conditions:

1. Current master administrator is still working within the company and is handing over the account to a new master administrator or the current master administrator is no longer with the company but can be reached to complete the transfer of ownership.
    
   • Action: The current master administrator must send an email to SOS Inventory stating that they would like this position to be moved to another user and provide the account number, the gaining user’s name, and the gaining user’s email.
      
   • SOS Inventory Technical Support will complete the transfer of the account to the gaining user and send an email to both parties letting them know that the change is complete and make them aware of any actions by the new master administrator to close the action.
      
2. Current master administrator is no longer with the company and either cannot be reached or refuses to act in this matter.
    
   • If the current and gaining master administrator are from the same company:
     • Action: The individual or entity requesting the change in master administrator must send us a notarized letter on company letterhead and signed by a company officer. Company officers may be the CEO, President, LLC Manager, majority owner, etc. The letter must contain the account number, existing master administrator’s email, and the gaining master administrator’s name and email address. The letter can be scanned and emailed to our Support team.
        
   • If the current and gaining master administrator are from different companies:
     • Action: The individual or entity requesting the change in master administrator must send proof that they made the most recent payment on the SOS Inventory account. An example of this proof could be a credit card statement showing the charge and the payer’s information. The request must contain the account number, existing master administrator’s email, and the gaining master administrator’s name and email address, along with the documents mentioned above, which can be scanned and attached to the email. Send the email to our Support team.
        
   • Either action taken above, once verified authorization is established, SOS Inventory Support will complete the transfer of the account to the gaining user and send an email letting them know that the change is complete and make them aware of any steps needed to close the action.

If the gaining user is not currently listed on the account, the gaining user must be added to the account for the Support team to complete the transfer of ownership.