User profiles can be used to manage user permissions so that it is not necessary to define user permissions one by one for each new user. This is especially beneficial if there are a lot of users or there is a need for several different combinations for permissions.


User profiles are managed on the "Profiles" tab on the "Users" page in "Settings".



Creating a user profile 


Once you are on the "Profiles" tab, click on the "+Profile" button.


 

You can make the following definitions for the new profile:

  • Profile name: A descriptive name for the profile
  • Suite: This selection defines whether the user has access to the "Management" section in Koho.
  • Sales: 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.
  • 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.
  • 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
  • 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.
  • Flex limits: You can define the minimum and maximum amount of flexitime for the profile
  • 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:  

With the control view you can expand user's permissions without giving them full access to the admin user's "Management" section. If you don't want to add control view to the user profile, you can skip this part. 

  • Control access: This selection defines whether the user has access to control view or not. With the following settings, you can define what they will see on the control view.
  • Invoices: Selecting this field opens up a section in the control view called "Invoices". This gives the user right to view, edit, create and delete invoices. However, they won't be able to see uninvoiced work sessions or be able to create invoices from work sessions without further definitions.
  • Unapproved, Pending and Sent selections: Here you can define which tabs the user sees on the invoices section.  
  • Defining the visibility from the dropdown menu: You can define whether the user sees all invoices or only invoices from customers or projects they or their team is responsible for.
  • Projects: Gives the user access to "Projects" section. This has to be selected if you want the user to be able to access work sessions. 
  • Invoicing - session visibility: In this field you can define whether the user has access to work sessions and invoice them. You can also choose which sessions they can see. The "Projects" field has to be selected for this field to work.
  • Project visibility: You can define whether the user has access to assignment templates, customer matrix, terms and requirements and employee matrix. You can also restrict the visibility only to projects where the user is responsible or a participant.
  • Project edit permission: Here you can define whether the user has access to view, edit, create or delete projects. From the dropdown menu you can choose if the user can edit all projects or restrict access to such projects where the user is responsible or participant.
  • Session edit permission: Here you can select whether the user can edit all sessions or only their own sessions.
  • Reporting: Choosing this field gives the user access to the "Reporting" section.
  • Reporting - Visibility: With this selection you can restrict the user's visibility on projects and their sessions in the reporting section. The options are all, own projects (projects where the user is responsible or the user is responsible for the project's customer), team members (projects where the user's team members are responsible) and own projects and team members (all projects where the user or their team member is responsible).
  • Reporting - Invoicing: Selecting this field gives user access to reports in the "Invoicing" category.
  • Raportointi – Contracts: Selecting this field gives user access to reports in the "Contracts" category.
  • Employees:  This selection give user access to the "Users" page where they can view all users and edit their information with some restrictions. The user cannot change their own permissions nor give admin access to users. They can, however, choose a user profile which has admin access. The user can also view, edit, create and delete teams and employee groups.
  • Holiday management: This field gives the user access to holiday management and holiday calendar. From the dropdown menu you can choose whether they can see holidays for all users, their own teams or their managed teams. Note that the "Reporting - Visibility" selection above also affects holiday visibility. For instance if you have chosen reporting visibility for only own projects, the user can see only their own holidays.
  • Assignment management: Here you can select whether the user has access to assignment templates in the "Projects" section.
  • Customers: This field gives the user access to view and archive customers.
  • Permission to create and edit customers: This selection gives user permissions to edit existing customers and create new customers.
  • Customer visibility: You can restrict customer visibility to only the user's own customers, in other words to customers in which the user or their team is responsible.
  • Contracts: Gives access to the "Contracts" section.
  • Contract visibility: You can restrict contract visibility to only the user's own contracts, in other words to contracts in which the user or their team is responsible.
  • Offers: Gives access to the "Offers" section. You can also define whether the user has access to all offers, their own offers or also to the offers of their team members.
  • Offer visibility: You can restrict offer visibility to only the user's own offers, in other words to offers in which the user or their team is responsible.
  • Leads: Gives access to the leads page in the "Offers" section and also to the possibility to create new leads.
  • Files: The user can be given access to the files on the customer and project cards. Ask more about this function from our customer service.
  • Price lists: Gives the user access to price lists and gives the permission to create, edit or delete price lists.
  • Expense invoices: Gives the user access to expense invoices if your company has activated this function. You can also define whether they can see all expense invoices or only their own or their team member's expense invoices.
  • Loading limit:  As a default users can edit the workload of projects which they can also edit. Here you can also give access to editing workload for all projects.

 

Employees:  


Finally you can define which existing users are selected to this profile. You can choose employees one by one or by groups or teams. If you don't want to select existing employees to this profile, you can skip this part.


Finally click "Save" to create the new profile.


Editing or deleting a user profile


You can edit or delete user profiles on the "Profiles" tab of the "Users" page. Click on the profile you want to edit or delete. Remember to save if you make some changes.



You can also delete a profile from the "Delete" button. Note that if you delete a profile, the permissions of the users that were attached to the profile remain the same.