V9 - Users (user administration)
Administrators must manage your company's SOS Inventory users to control who has access to your SOS Inventory account and to which information they have access. User administration and user permissions are handled via the Users list, which is housed under the Configuration mode (Tools & settings > Configuration > Company > Users). However, a convenient shortcut to the Users list is available under the Company menu (Company > Users).
Use the Filter feature on the Users list to set the Status filter to show the records you want to display. Filter options include Show active only, Show inactive only, or All. To search for a specific user, enter the user's name or email address in the Users list's Quick search bar—not the Configuration search bar, as only the Quick search bar can perform record searches. The screenshot below distinguishes between the two search bars:
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 > Users) and select +Add. Complete the Name, Email, and Confirm Email fields. If the user will be a company administrator, check the Administrator box. For other users, select the privileges you want to grant, 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. (SOS Inventory will give you a warning if you have already hit the maximum number of users allowed on your subscription. This message will pop up within a few seconds at the top of the User Edit page.)
Assigning user privileges
User privileges in SOS Inventory are much more granular than those in QuickBooks Online. Anyone designated as an administrator will have access to all areas of the system. A blank User Edit page appears as shown below:
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.
Deactivating and reactivating users
To deactivate a user or reactivate an inactive user, go to the Users list (Company > Users). If needed, use the Filter feature to reset the Status filter so that the list displays the user records you need. After locating the user, select Deactivate or Activate, as appropriate, under its Actions menu. Deactivate is also available as a batch action.
Unlocking users
If a user has reported to you that they are locked out of the system, go to the Users list (Company menu > Users) and check their record for a Yes in the Locked column. This is due to a user having too many failed login attempts.
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. The Unlock action displays in the Actions menu dropdown only when a user is locked out of the system.
Changing a user's email address and password
An individual user's email address and password—including an administrator's own email and password—must be changed by the user. Refer to the User menu page for more information. An administrator cannot change an existing user's email address via the Users list (Company > Users).
Changing the master administrator
For security reasons, changing the master administrator (account owner) on your account MUST be accomplished by the Support Team.
To meet the security policies outlined in the Master Service Agreement, changing the master administrator would fit into one of these conditions:
- The 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 email 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 Support will complete the transfer of the account to the gaining user and email 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.
- Action: The current master administrator must email 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.
- The 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.
- 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.
- 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, 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 current and gaining master administrator are from the same company:
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.