Getting started: creating users

To create a user, go to the folder Root data > Users. You can create a new user by right-clicking or by clicking on the + menu button. This opens the individual view of the user:

If a user wants to log into Vertec, they have to authenticate themself. There are several ways to do this, which are described in the article Overview authentication .

By default, the user is active so that they can enter services. You can activate as many employees as there are licenses. The active status can only be changed by an administrator. An administrator cannot be deactivated.

In order for the Vertec rate system  a user level is assigned to each user. Thus, the rate table can be used to determine automatically the applicable rate for the recorded services of this user.

The correspondence information is intended for use in reports or for display in lists . You can access this information via OCL as follows:

• Name: briefname
• Email: briefemail
• Account number: kontonummer

For the user, you can define a currency that is used by default for expense entry by that user if it is different from the key currency.

Many companies hire employees who work on an hourly basis or as freelancers and therefore do not have overtime or vacation. For these employees, the standard hours are not correct or they have too large a vacation budget because they inherit the settings of the user groups.

Consequently, via these checkboxes, you can deactivate the calculation of vacation and overtime balances on individual users. If the options are set to No, the relevant balances for this user are always 0. By default, the options are set to Yes. You can find the balance calculation for individual users on the user settings.

If the options are deactivated, from Vertec 6.2 onward, the relevant numbers are automatically hidden in Services overview.

In the lower part of the user window, you can overwrite hourly rates for this individual employee. However, for better clarity, we recommend you use the rate table for this.

The user rights, public holidays, vacation and standard hours for groups of users are summarized in user groups . A number of user groups are already available by default in Vertec.

Each newly created user is automatically assigned membership of the Standard user  user group On the User groups page, they can be assigned to additional groups.

A deactivated user is no longer able to log into Vertec and does not claim a license. Users are usually deactivated when they leave the company.

To deactivate a user, remove the Active checkmark:

To deactivate an user, the following conditions must be met:

• The logged-in user requires administrator rights or must be a member of the Administrators group.
• The administrator itself cannot be deactivated. This ensures that at least one user has administrator rights.
• The user you want to deactivate must not have administrator rights. If you still want to deactivate a user in the Administrators group, you must revoke their user rights first.

You should not delete an user, but instead deactivate them (see section above) so that their data is not lost even if the user has left the company.

That said, if you still need to delete a user, the following requirements must be met:

1. An employee can only be deleted if they are no longer active. To deactivate (or activate) an employee, the logged-in user must be an administrator (Super right or member of an administrator group).
2. The employee to be deactivated cannot be an administrator. An administrator cannot be deactivated (otherwise, there is no one left to activate them).
3. The employee to be deleted must not have any open or charged services, expenses and outlays, otherwise the employee cannot be deleted.
4. The projects for which the employee is a project manager should be assigned to another employee first. Otherwise, they will appear as invalid after the employee has been deleted. You can find information about the employee's relevant projects in the Owned projects folder.

To delete the user, open the relevant user in the detail view and select the menu button Actions > Delete.