From the "Users" tab in "Settings" you can view and edit your company's users. 



There are a couple of ways to create new users:

  • "+User" button when you want to create a single user and make detailed definitions in the user's settings 
  • "Add many" button when you want to create several users at a time and there is no need for detailed definitions
  • Importing users from an external Excel or CSV file (ask our customer service for more information)

 

"+ User" button 

 

When you want to create a single user, click the "+User" button on the "Users" page. This opens a new window where you can make definitions for the new user.



The window has five tabs: user, contact info, settings, permissions and accounts.


User


On the "User" tab,  a username and a temporary password are given to the new user. In practice, the username has to be a functioning e-mail address because it is used for renewing passwords. The temporary password should be changed when the user logs in for the first time. Instructions for that are given in this solutions article: 1.1.1 Logging in



Contact info


Contact information for the new user can be added on the "Contact info" tab. It is recommended to at least fill in a name and an e-mail address. You can also complete them with the following information that can be used e.g. when using offer and contract templates:


  • Phone 
  • Title
  • Initials
  • Link this field can be used e.g. for a link to a social media profile
  • Code this field can be used Koho is integrated to a HR platform and you need to have an individual code for each employee. Otherwise you can leave this field empty.
  • Email signature e-mail signature can be used when sending offers and contracts directly from Koho to customers
  • Description a free field


 

 Settings


On the "Settings" tab you can fill in user-specific settings: 

  • Language: The language in which the user is using Koho.
  • Holiday calendar: Select the country whose public holiday calendar the employee uses.
  • Start date: In this field you can fill in the start date of the employee. If default work hours are set for the employee, working hour targets are not created prior to this date.
  • Archived: Archived users are not visible in menus and filters. However the data behind the user is not lost when they are archived, it is simply not shown in the user interface.
  • Internal: Internal users can be used for instance for billable expenses when you don't want to allocate the billing to any of your real employees
  • Hour lock:  A date that locks the period behind it for adding or editing sessions. You can fill in here for instance the starting date of the employee so they are not able to add any sessions prior to that day.
  • Subscribe to the admin messages: Admin messages are info packages about current subjects in Koho that are distributed via email a couple of times per year. Also other than admin users can be subscribed if it is considered necessary.
  • Account: Accounting account for the user.
  • Accounting target: Default accounting target of the user.
  • Hourly cost: If you want to use Koho for following your company's margins, you can add hourly cost for users. It is usually a combination of salary costs and general costs. Hourly costs can also be scheduled if you know they are going to change in the future.
  • Default work hours: In this field you can fill in the user's default work hours. Koho will then automatically create working hour targets for the user. Please note that they will generate from next day 3 months in advance. Read more about hour targets from these articles: 3.7.1 Setting hour targets when using the work-time clock and 3.7.2 Setting hour targets when using the timecard
  • Default price: This price is used for the user's sessions if no other task or customer-specific prices are defined.
  • Skill factor %: This setting can be used to set a %-factor for the user and thereby influence which part of the user's original contracted hours Koho uses when adding fixed billing to the user's personal billing reporting. Fixed invoicing refers to both seasonal contract invoicing and invoicing of products to be divided into reports. If you have any questions about the partitision of personal invoicing, please contact our customer service e.g. to verify account settings.
  • Flex tracking: This setting defines whether flexitime is tracked for the user and whether the user is visible in flexitime tracking.
  • Managed teams: Here you can define whether the user is responsible for one or more teams. The user is automatically set as the foreman for the team. Read more about teams from this article: 3.6.4 Responsibilities, teams and groups.
  • Signature: If the user uses offer and contract templates, their signature can be downloaded to Koho as a picture file. In this way you can automatically print their signature to offer and contract documents.


Permissions


On the permissions tab you can define what kind of permissions the user has on the company's Koho account.
  • Profile: If you have created user profiles, here you can choose which one is used for this user. Read more about user profiles from this article: 3.6.5 User profiles
  • Admin access: This selection defines whether the user has access to the "Management" section in Koho.
  • Sales access: This selection defines if the user has visibility to the "Sales" section in Koho. There are four options: 
    • No entry: No access to the "Sales" section. Note that this selection doesn't block access to offers and contracts from admin users.
    • Seller: The user can create new offers, contracts and sales on the "Sales" section and view and edit their own offers and contracts.
    • Manager: Manager can also view and edit others' offers and contracts.
    • Sales director: Sales director has also access to the sales funnel.
  • Time tracking: This selection defines what kind of permissions the user has to the "Timetracking" section in Koho. There are three options:
    • No access: No access to the "Timetracking" section.
    • Employee: The user has the right to track working time and view their own entries.
    • Manager: The user has the right to track working time and view their own entries. They can also switch their role to another user and view and accept other users' entries.
  • Ticketing: If your company is using ticketing in Koho, here you can define which tickets the user has access to.
  • Tickets - notifications: With this selection you can define whether the user gets all ticket notifications, no notifications at all or if they can define ticket notifications in their own settings.
  • Restrict: Customers: With this selection you can defined e.g. whether a seller can see the offers and contracts for all customers or only their own.
  • Restrict: Projects: With this selection you can defined e.g. whether a seller can see projects for all customers or only their own.
  • Time tracking - Hide invoicing: This selection hides all invoicing information from timetracking section.
  • Permission to change roles: This setting gives the user a right to switch roles within her or his own team members in the "Timetracking" section.
  • Control view: You can use the control view to expand a basic user's permissions e.g. to invoicing, project management or reporting. Read more about the different options for control view from this article: 3.6.5 User profiles

Accounts


The "Accounts" tab is used for configurations for calendar import in some older Koho accounts. If you want to know more about calendar import, read this article: 1.3.1 Importing time tracking information from Exchange or Google calendars


As you click the "Save" button the new user is created to the system. Before the first log in, the user should order a new password from "Forgot your password" link on the log in page. 


 

"Add many" button 


It is also possible to create several users at a time if there is no need for detailed settings. Click the "Add many" button on the "Users" page in "Settings".

 


In the new window you can create one ore more users to Koho. Fill in the user's name, e-mail address, permissions and a possible accounting target. It is most common to add only basic users in this way. Then you only need to choose the "Timetracking" option. Other definitions include:

  • Suite: The users has admin access to the "Management" section in Koho
  • Sales: Permissions to the "Sales" section. The different options are explained in this article under the "+User" title
  • Timetracking: Permissions to "Timetracking" on an employee level

Create a new row by clicking the "+New employee" button. After you have created users, click the "Save" button. The new users will receive a message which has guidelines on how to get a password.



Do you have some questions regarding this article? Please contact our customer service at asiakaspalvelu@kohososales.com.