Manage users - the overview under Company/User rights/Manage users shows an overview of the users who have access to the selected accounts.
The local menu contains:
Buttons in the pop-up menu:
In addition to the buttons shown, "Ctrl+S" works, which then saves changes to this screen.
Add user
In the overview, it is possible to add and delete users and define different user rights.
Add existing user
If you want an existing standard user to have access to the accounts, select the“Add user” button and then select “Standard user”
The user role here can be any type. I.e. Standard, Univisor, Reseller etc.
Here you select the Existing field , enter their Login ID and select which user rights the user should have: The user rights can be copied from another user.
Next, select the OK button and then the Update button on the ribbon
Now you can see in the overview that the new user has been added to the list.
Note! If you are a Univisor/accountant user, you will not be allowed to select Create new or Existing in the screen above. The system will assume that this is an existing user. Users must be created by the Univisor under Administrator/All users. Read more about this here
Add/create new user
Note! Only the owner of the account can create new users here.
If a standard user wants to create their own user access to Uniconta, this can be done from our website: Create user. If so, the user must then be granted access to the accounts as described above in the section “Add existing user”.
If it is a brand new Uniconta user you want to create and give access to your accounts, select the“Add user” button and then select “Standard user” Here you select the Create New field and select the OK button
Now you need to fill in information about the new user. Choose a sensible Login ID, enter a secure Password, the user's name and e-mail address: Note! Both login ID and password are case sensitive.
Select the Save button on the ribbon when all fields are filled in.
User rights must now be selected. It is also possible to make further changes to user rights in the next step.
Select the OK button.
Now it is possible to make specific changes to the user rights. When this is in place, select OK again.
It is now possible to change the ownership of the accounts to the new user. If this is desired, select Yes, otherwise select No.
Select the Refresh button on the ribbon to update the list of users so you can see your new user in the overview.
The user must now be informed of the user login and password in order to log in. If you checked the Send email box when creating the user, an email is automatically sent to the user with the username.
Add Work app user to accounting
A Work app user is created here. A Simple time registration user is a user that can only register working hours in Uniconta. Read more here and here
Add Time registration user to accounting
This type of user can only be created if the owner is a standard user. A time registration user is created as a Uniconta user via our website Create user or by clicking Create time registration user. The user is granted access to the accounts with full rights.
To make an existing user a Time registration user, do the following:
Then place the cursor on the user in the overview of users with access to the accounts under Company/User rights/Administer users, select the Menu layout button and change the fixed profile to 'Project registrations' and select the Save to tape button.
The user is now connected to the accounts as a time registration user and only has rights to see/do what the time registration profile gives access to.
To create a new user, do the following:
Enter the information and press "Save". The user is now correctly created.
Add billing user to accounting
Read about creating a billing user here.
This type of user can only be created if the owner is an accounting user. An invoicing user is created as a Uniconta user via our website Create user or as described above in the section "Create/add new user". The user is granted access to the accounts with full rights. Note! If you are a univisor and logged in with your univisor user, the user must ONLY be created via our website, otherwise the new user will also be created as a univisor.
Then place the cursor on the user in the overview of users with access to the accounts under Company/User rights/Administer users, select the Menu layout button and set the fixed profile to 'Invoice' and select the Save to tape button.
The user is now connected to the accounts as a billing user and only has rights to see/do what the billing user profile gives access to.
To create a new user, do the following:
Enter the information and press "Save". The user is now correctly created.
Add viewer user to accounting
Viewer - IESBA Code of Ethics On December 15, 2024, a number of changes to the IESBA Code of Ethics came into effect. The changes relate to the use of technology by certified public accountants, including in relation to the accounting software they use on behalf of their clients.
We have now solved this issue so that it complies with the rules on auditor independence. A viewer user can now be created on a customer account that can view accounting data and read it in a backup file. This is a copy of the invoice user, so this user can only be assigned by a Univisor.
Copies from another company
This function makes it possible to copy ALL users from an account. A new window appears where the company to be copied from is selected when the company is selected and you press “OK” and all users are copied into the company.
Set user rights for special features - Other settings
Version-94
If "Hide cost prices" is set, the user cannot choose to add cost prices to layouts where it was previously possible to show cost prices or DB.
NOTE: Please note that if you have saved layouts with cost prices, these must be deleted before the function takes effect.
Checking “Hide internal project” hides entries on projects where the Project group is set to “Not billable”. Read more here.
If “Block changes in Layout” is set, the user's right to save layouts is removed.
If the user tries to save the layout, this error message is displayed.
If “Allow approval of creditor payment information” is selected, the user can change payment information in“Creditor Payment Proposal”.
Selecting “Allow credit max override” gives the user rights to exceed the customer/debtor's credit max when invoicing.
Remove user (Delete user access to accounting)
To remove a user's access to an account, select the user in the overview under Company/User rights/Administer users and select the Remove user button.
Note! The user is only removed from the account. Users are not deleted from Uniconta, as the user may have access to other accounts that they should continue to have access to. I.e. the user still has access to all other accounts where their user ID is listed under Manage users.
User rights
Here the user's rights can be accessed and changed.
Read more under profiles.
Table rights
Read more under profiles.
Field access
Version-94 Here the user's rights at field level can be accessed and changed.
Read more under profiles.
Blocking features
Read more under profiles.
Blocking reports
Read more under profiles.
Read about the administration of auditor access here.
User rights and profiles
To view the user rights for the individual user, select the user in the overview under Company/User rights/Administer users and select the User rights button.
Here all the rights that the user has are displayed, and only the owner of the accounts can change these.
When creating or assigning a new user to an account with full rights, the user's rights will look like the image below.
Tips for setting up user rights!
To use the Dashboard report, you must have at least read access to Fiscal year.
In order to print debtor/creditor account statements, you must have Write access to debtor and creditor respectively.
To be able to delete a physical voucher, you must have Full access to 'Fiscal year'.
In order to post in Uniconta, and this applies to sales, purchases, drafts, both financial and stock and project drafts, you must have Write access or Full access to 'Daily draft entries'.
In order to view attachments, you must have Write access or Full access to 'Master data'.
To be able to create invoice line templates, there must be at least Write access to Master data. To be able to delete invoice line templates, you must have Full access to master data.
Fixed profiles
Note! To create profiles in Uniconta, you need to enable the feature under Company/Maintenance/Turn features on and off.
There are 3 options to restrict user access to functionality:
- Under Company/User rights/Administer users. Under the User rights button, rights can be granted to areas per user (full, write access, read access, no access).
- Under Company/User rights/Profiles. Profiles restrict access to screens, features, reports and more. Please note that profiles do not restrict rights. Profiles can be divided into two.
- Fixed profiles (under the Menu layout button which are 'Time registration' and 'Invoice'. Note! These two profiles cannot be changed.
- Fixed profile 'nothing'. Here a profile can be set up individually under profiles.
- Under Company/User rights/Administer users. The Menu layout button allows you to remove an entire tab in the main menu for a user
In short, user rights determine what the user can do and profiles determine what the user can see. For example, a user who cannot see physical attachments (inbox) via profiles can still place an invoice in the inbox via the app if the user has full user rights to the inbox.
To create a fixed profile, click 'Menu layout' in the pop-up menu and select a fixed profile as shown in the screenshot below.
Menu layout
To create a fixed profile, select the Menu layout button on the ribbon and select a fixed profile as shown in the screenshot below.
In the Menu field, a custom menu layout can be assigned to the individual user. Custom menu layouts are created under Tools/Menus/Menu layouts. The selection in the Menu field in the screenshot below can be seen in the Manage users overview in the Main menu field, so it is easier to see which users are associated with which menus.
The choices here also have meaning in Uniconta Assistant
| Menu | |
| Finance | The selection has no meaning in the app. Attachments can always be sent and approved. |
| Debtor | If unchecked, the Debtor menu item will not appear in the app. |
| Vendor | If unchecked, the Accounts Payable menu item will not appear in the app. |
| Lager | If unchecked, the menu item Lager will not appear in the app. |
| Project | If unchecked, the Project menu item will not appear in the app. |
| Company | Has no meaning in app |
| Tools in the app | Has no meaning in app |
| CRM | Doesn't matter in app |
| Dashboard | Has no meaning in app |
Custom menus
It is also possible to code your own menus in Uniconta, selected here in the 'Menu' field.
These menus are coded under Tools/Main menu/Menu layout. Read more here.
Change owner
If you are the owner of an account, but for some reason want to change the owner of the account, you need to select the user who will have ownership in the future in the overview under Company/User rights/Administer users and select the Change owner button.
The ownership is then switched to the selected user. Only the current owner can change the owner on the accounts.
Notification recipients
Version-94 Select the notifications the user wants to subscribe to. Read more here
Update expiration date
It is now possible to set an expiration date on a user. This can either be done when a new user is added or it can be set/changed on an existing user. When the date passes, the user is removed from the company in question.
Under Company/User rights/Administer users is the “Expiration” field when adding a user. Here you can set an expiration date for the user if they should only have access to the company for a limited time.
To set an expiration date for an existing user, click in the “Expiration date” column next to the user and select a date in the calendar, once the date is set, click “Update expiration date” on the ribbon.
Set standard accounting
Set the default account for the user. This must be set if Uniconta Assistant is used, as the functionality is enabled when starting Assistant. Read more here.
Owner of
Version-94 Shows the companies the user is the owner of.
User of
Version-94 Shows the companies the user is affiliated with.
2-factor login.
If the user uses 2-factor login, it can be turned off here in Grid by removing the "check mark" next to the user.
