Setup User Administration

Summary

This page describes the creation of User Roles, User Groups and Users as well as keeps a list of all available Rights in the system.

To understand how rights, roles and users fit together, and what to check when a user cannot see or do something, read How rights work: rights, roles and users first.

1. Create User MANDATORY

Note

Super User Restriction: Only Super Users can create and administrate users.

Note

Navigate to: Environment → Users → Users

1. Press Add user.
2. “E-mail”: Insert the e-mail of the new user.

Note

Email: Must be a unique email across Quiddly. If a unique email is unavailable, use the “+” annotation to create a unique version of an existing email. Example: support+20250106@quiddly.com.

3. “Name”: Insert the name of the new user.
4. “Phone” and “Cell phone”: Provide valid numbers for the user. They are optional.
5. “Password” and “Confirm password”: Enter and confirm a secure password for the user. These fields are shown only when the environment does not use advanced login. When it does, the new user is sent instructions by e-mail to set up the account instead.
6. Press Add.
7. The User is now created. A user created by a super user is given the SYSTEM role automatically.

Note

First Login: The new user can now navigate to the login page and use “Forgot Password” link to change the password to something else.

Note

Automated user provisioning: When the environment uses automated user provisioning (SCIM), operators cannot be added here. They are created in your identity provider, see Automated user provisioning (SCIM).

2. Assign Role To User MANDATORY

A User without any Role assigned to it cannot do anything in Quiddly. In order to enable the User to access defined parts of the platform you must assign one to several Roles to the user.

Note

Super User Restriction: Only Super Users can create and administrate user roles.

Note

Navigate to: Environment → Users → Users

1. Find the User and use the action Manage roles in the menu on the row.
2. “Assign role”: Insert the code of the Role that you wish to assign to the User, and press Assign.
3. The assigned roles are listed with the rights they hold. Use the bin icon on a row to remove the Role from the User.
4. Press Close when you are done.

A user holds the rights of every role assigned. Removing a role removes the rights that only that role gave. A new role applies the next time the user logs in, and changing roles does not change how the user logs in or affect MFA, see When a change takes effect.

3. Create Role OPTIONAL

Quiddly is delivered with a set of standard roles, but new roles can be created by Super Users.

Note

Quiddly Standard Roles: Standard Roles

Note

Super User Restriction: Only Super Users can create and administrate roles.

Note

Navigate to: Environment → Users → Roles

1. Use Action [Add Role].
2. “Code”: Insert the code you wish to be used for the new role.
3. Press [Save].
4. The new role is created and can be assigned to Users.

The code is saved in capitals with the spaces removed. A new role holds no rights until you add them, see section 5.

4. Create User Group OPTIONAL

Users can be grouped together in a User Group. This is can for example be useful when not a single User is the owner of a client. With User Groups you can assign a the group as owner to the Client.

Note

Super User Restriction: Only Super Users can create and administrate user groups.

Note

Navigate to: Environment → Users → User Groups

1. Use Action [Add User Group].
2. “Name”: Insert the name of the new user group (Example: Team A).
3. “Add Users to The Group”: Select the users that you wish to be part of the group.
4. Press [Save].
5. The User Group is created and can now be assigned to clients.

5. Add a right to a role OPTIONAL

Use this when a user is missing a right, for example after a release adds a feature. Quiddly adds new rights to the standard roles, but a role you created yourself needs them added by hand.

Note

Super User Restriction: Only Super Users can add rights to a role.

Note

Navigate to: Environment > Users > Roles

1. Find the role, for example CLIENT or SYSTEM, and press the pencil on its row. Manage rights opens.
2. In “Assign right”, type the name of the right exactly as it is written in the rights catalogue. The name is case sensitive.
3. Press Assign.
4. To remove a right, use the bin icon on its row.

A change to a standard role applies to everyone who holds it. To give only some users a right, create a role of your own, see section 3, add the right to it, and assign it to those users.

6. Give a user limited access OPTIONAL

Read-only client user

A client user created in the Client Portal holds the CLIENT role, which gives access to everything a client can do. To give a client user read-only access:

1. Create a role of your own, for example a client read role, see section 3.
2. Add only the read rights you want the user to have, see section 5.
3. Open the client in Registry > Clients, go to the Users tab, and find the user under Account users. Use Manage roles in the menu on the row to assign the new role, and remove CLIENT from the user.

The Client Portal needs a few rights just to start, for example to read the user’s own details, roles and clients, so give the new role those too. Standard roles are shared by all users who hold them, so do not trim CLIENT to make one user read-only. If the user is not in the list, the list shows Enabled users by default: change the filter to Disabled or All to find a user who has been disabled.

An accountant who creates SIE files

Create a role with the rights to generate bookkeeping files and assign it to the user, see sections 3 and 5. The rights are in the rights catalogue. Two screens generate SIE files:

Where	Which file	Needs
Operations Portal, Accounting > Bookkeeping > Export accounting > Generate files	The internal SIE file of your own bookkeeping	The right to generate internal bookkeeping files and to search bookkeeping files
Client Portal, Bookkeeping > Export > Export accounting data > Generate	The SIE file of one client	The right to generate bookkeeping files and to search bookkeeping files

For how the SIE file is built, see Bookkeeping: vouchers, balance adjustments and SIE files.

7. Users and the rest of the platform

Departments. The Department on a user in the user list is for tracking and grouping users. It carries no access. Rights belong to roles, and a user can have several roles. There is no list of rights per department.

Clients. Rights and roles apply across all clients. There is no right that limits a user to some of the clients.

Locked modules. If a section of the Operations Portal menu shows a padlock for a user whose roles you set up yourself, the role is probably missing the right to read modules. The SYSTEM role already holds it. Add it to the role, see section 5, and ask the user to log in again. The same padlock appears when the module is not enabled in the environment. Hover over it to read which module is required, and contact Quiddly support to have it enabled.

When a change takes effect. A new or changed role applies the next time the user logs in. Changing a role does not affect the login method or MFA.

Automated user provisioning (SCIM)

Automated user provisioning is optional. It moves the management of operators to your identity provider, for example Microsoft Entra ID, and is switched on for an environment on request. Contact Quiddly support to have it enabled. Nothing changes until then.

When it is on:

• Operators are created, disabled and removed in the identity provider. Add user cannot create an operator.
• An operator provisioned this way cannot be edited, enabled or disabled, given a password, have MFA changed, or be given roles in the Operations Portal.
• The roles come from the identity provider when the user logs in. A role name sent by the identity provider must match a role code in Quiddly exactly. What each role is allowed to do is still set in Quiddly, under Environment > Users > Roles.
• Client users are not affected. They are managed as before.

Appendix: Standard Roles

Read more about pre-installed standard roles here: Standard Roles

Appendix: Available Rights

Read more about available rights here: the rights catalogue in the developer portal