The AIQ system comes pre-set with two types of user roles: User and Admin. Admin is the highest level of administration, with full access to the system. We recommend having two admins. Admins can do the following:

User management:

• Create new Users
• Deactivate User Accounts
• Edit User Accounts including User Profiles and User Roles
• Assign and unassign users to entities
• Re-send User Passwords
• Unlock User Accounts

Banking:

• Update supplier bank account details
• Update customer bank account details
• Manage bank feeds
• Un-reconcile a Bank Reconciliation
• Manage TransferMate

VAT Management:

• Set up HMRC MTD connection
• Redo VAT Return
• Undo VAT Retrurn

Approval and Expenses

• Configure Approval
• Set up Approvers (Bulk and Workflow)
• Create Approval Workflows
• Manage Employee Expenses and Employees Listing
• Send app invites

Setup:

• Re-open closed periods
• Access all data importers
• Enable and disable OData
• Set up and manage IC connections

Managing Users

Admins can manage users in the group layer using the Entities and Users tabs.

Entities: Each entity has an Actions dropdown with the following user-related options:

• Maintain User profile
• Copy Profile
• Assign Users to Entities  

Users: The New User button lets you add users. Each user has an Actions dropdown with the following options:

• Edit
• Assign Entities to User

See:

User Admin Introduction (24.0) - AIQ Academy

Manage User Profiles (24.1) - AIQ Academy

Add Users (24.2) - AIQ Academy

Edit User (24.3) - AIQ Academy

Assign Unassign Users and Companies (24.4) - AIQ Academy

User email invite and password management (24.5) - AIQ Academy

What user type should non-finance users have?

Make sure non-finance users have a user type of Business User. All other profiles will be Finance User.

Which entity should I create my profiles in?

Create profiles in an entity that best represents your desired range of user permission levels.

How do I create a single set of profiles across all entities?

When you create users at the group level, their assigned profile and user role will automatically be available in all entities that you assign to them.

How do I keep any future edits consistent across all entities?

• If you change a user profile’s permissions, copy the updated profile to all other entities. See the next section for further details.
• Users are managed at group level. Therefore, if you update user details, such as User Profile or Role, they will automatically be updated for all entities.

Learn how to configure, add, copy, delete, and rename profiles.

Setting up User Profiles

Each User is assigned a User Profile. Before adding new Users, you need to set up Profiles with the appropriate User Types. 

A Profile can have a User Type of:

• Business User: Business User Profiles have access to Purchase Orders, Sales Orders, and Reports. You can subtract permissions from a Business User Profile, but you cannot add more permissions than the Business User Type allows.
• Finance User: Finance User Profiles have access to the complete functionality of the system. For the Finance User Profile, you can add or subtract permissions as desired.

Several Profiles come with the system: Practice Bookkeeper, Practice Accountant, Practice Power User, and Practice Administrator. Each has specific Menu, Dashboard, Report, and OData access permissions. Practice Administrator is assigned to the system administrator during AIQ implementation. 

In addition, you can create Profiles specific to your needs, with any user type. For example, you might create a Profile for a Data Entry User, Purchasing User, Supervisor, and so on.

Configure current User Profiles

1. In the group layer, open the Entities tab.
2. Next to the relevant entity, go to Actions and select Maintain User Profile. 
   
3. In the User Profile Management screen, you can enable or restrict access to Menus, Dashboards, Reports, and OData in their respective tabs. Tick or untick the boxes as appropriate for each profile. If a Profile is of the Business User type, some of the boxes will be greyed out, as Business User does not have access to all options. Alternatively, click (De) Select All to untick all boxes and then tick them as required.  
   
4. Click Process.

Add new User Profiles

1. In the Select Company dropdown, choose the appropriate entity.
2. Enter the chosen profile name in the Add New Profile field. Profiles names must be unique. You will receive a warning if you use a non-unique name.
3. In Select User Type, choose either Business User or Finance User.
4. Click Add. 
5. Select or deselect permissions for Menus, Dashboards, Reports, and OData for the new Profile. 
6. Click Process. 

Copy a Profile to all Entities

1. In the Copy Profile dropdown, select the Profile you wish to copy to the other Entities in the Group. If it already exists in any of them, you will receive a warning, that copying it might override current settings.
2. Click Copy if you want to proceed. 
   
   

Copy a Profile's Permissions to another Profile

1. In the Copy Profile Permissions of field, select the Profile permissions that you want to copy. 
2. In the To field, select the Profile that you want to have the same permissions. A Profile's permissions can only be copied to another profile of the same type (Finance or Business).
3. Click Copy.
4. Click Process. 
   

Copy Profiles at Group-level

1. In the group layer, open the Entities tab.
2. Next to the relevant Entity, go to Actions > Copy Profile. 
   
3.  From the Select Profile dropdown, select the relevant Profile.
4. .
5. Tick Create at Practice Level if desired.
6. Select which Entities should have the Profile. You can only copy Profiles to similar Entities, trading to trading, or consolidation to consolidation.
7. Click Copy.

Delete a User Profile at Entity-level

1. From the Delete Profile dropdown, select the Profile you want to delete.
2. Click Delete. This deletes the Profile in the current entity only. 
   
    

Delete a User Profiles at Group-level

1. In the group layer, go to Setup and select Delete Profile.
2. In the Delete Profile screen, select a profile to delete. You can only select profiles that are not assigned to any Users.
3. Click Delete.

Rename a Profile

The names of Profiles you create can be edited but not those that come with the system.

1. Click Edit Profile Name. 
   
2. You can now edit the names that are highlighted in yellow, and then click Update or Cancel as appropriate. 
   

See:

Manage User Profiles (24.1) - AIQ Academy

Step One: Complete Group User Details

1. In the group layer, go to the Entities tab and click on New User. 
   
2. In the Add Group User screen, complete the following:
   • Group User Name: Enter your full username (ex.: Jack Adams).
   • Email: Enter your user e-mail.
   • Group Logon Name: Enter your User login name (ex.: “jadams”)
   • Profile: Select Accountant, Bookkeeper, Power User, Business User, or Finance User. Do not select Owner Manager or Project Manager.
   • Add Profile: Click to select a Profile User Type and name. The Profile will only be updated in those entities that the user is assigned to.
   • User Role(s): Select either User or Admin.
   • Group User Active: This is enabled by default. 
     

Step Two: Complete Permissions

Control what admin functions the user can access. 

The following should be disabled except for users requiring admin rights:

• Add Client: Ticking this will allow users to create new entities and to be able to edit Entities. This includes being able to change the entity name, create VAT groups and inactivate the Entity.
• Manage User Profile: Ticking this means that the user will be able to make changes to User Profiles for all companies they have been assigned to.
• Activate/Deactivate Clients: Ticking this will allow the user to activate or deactivate companies that they have been assigned to.
• Re-assign Client: This allows the user to assign and un-assign themselves and other users from companies within the group.
• Manage Entity Users: This allows the user to change user roles and profiles at the company level.

The following should be enabled as required by the user:

• Consolidation Manager: Ticking this allows the user to access the consolidation manager functions at the Group level.
• User Can Update Exchange Rates Across the Group: Ticking this allows the user to update exchange rates across the Group, when this is enabled in the consolidation manager.
• User can view only purchase orders that they created: Ticking this means that the user, for confidentiality reasons, can only view their own purchase orders, not those created by other users. 
• Manage Integration Applications: See Creating an Integrations Application and Inviting a Developer to the Developer Portal for more details.‍ 

Step Three: Process

Click Process. An email will be sent to the new user with instructions to create a new password. User passwords are not visible to anyone in the system. The link in this email expires in 48 hours. If a User cannot see their email, they should check their spam folder. If the link expires or the user did not receive the email, it can be re-sent:

1. In the group layer, go to the Users tab.
2. In the Actions dropdown, select Edit.
3. Click Send password reset email to user. 
   

See:

Add Users (24.2) - AIQ Academy

User email invite and password management (24.5) - AIQ Academy

Users are not able to access any of the companies within the group until they have been assigned to an entity. 

Assign Users to an Entity

1. In the group layer, go to the Entities tab.
2. Next to the relevant entity, go to Actions and select Assign Users to Entity. 
   
3. Under Available Entity(s), select the entity you want to assign users to. 
    
4. Use the arrows to organise Available Group Users and Assigned Group Users. The system will alert you if:
   • the email address does not share the same domain address as the Entity. However, this does not prevent the User from being assigned to an Entity.
   • any of the Entities you try to assign the User to does not contain a matching User Profile.
5. Click Process.

Reassign Entities to Users

1. In the group layer, go to the Users tab.
2. Next to the relevant entity, go to Actions and select Reassign Entities to Users. 
   
3. Under Available Practice Users, select the relevant user. 
    
4. Use the arrows to organise Available Entity(s) and Assigned Entity(s). Use the double arrows to move all itemsat once.
5. Click Process. 

See:

Assign Unassign Users and Companies (24.4) - AIQ Academy

If you have issues with your password, see Resetting your Password ‍for more details.

Unlocking a User Account 

User accounts will be locked if a user has entered an incorrect password more than 10 times. When accounts are locked, an email is automatically sent to all system admin users alerting them of this activity.

1. In the group layer, go to the Users tab.
2. Next to the relevant entity, go to Actions and select Edit.
3. Uncheck Account Locked.

See:

User email invite and password management (24.5) - AIQ Academy

To create a new admin user:

1. In the group layer, go to the Users tab.
2. Next to the relevant entity, go to Actions and select Edit. 
    
    
3.  Click Update User Role and select Admin.
4. Click Process. Any changes you made will now be present in all Entities that include the User's Profile without any need for further amending.  
    
    

See:

Edit User (24.3) - AIQ Academy

1. In the group layer, go to the Users tab.
2. Next to the relevant entity, go to Actions and select Edit. 
   
3. In the Edit Group User screen, you can change:
   • Group User Name
   • Profile: Practice Administrator cannot be edited, they must be deactivated (see the Deactivating Users section below). If you change a User's Profile, you must unassign and reassign all relevant Entities to that User for the Profile to update.
   • Add Profile: If you need to create a new Profile, click Add Profile, followed by Process. The User Profile will only be updated in those entities that the user is assigned to. 
   • E-mail
   • Permissions
   • Update User Role: Select Admin or User. 
     
      

4. Click Process. Any changes you made will now be present in all Entities that include the User's Profile without any need for further amending. 

See:

Edit User (24.3) - AIQ Academy

It is not possible to delete a User from the system. To remove access from a User, you need to deactivate the User.

If you deactivate a User at Group level, they will be deactivated in all Entities as well. If you want to prevent a user from accessing a particular entity, you should un-assign the user from the entity as described previously (see Assigning and Reassigning Users to Entities).

Deactivating Users

For Users with Group or Multi-Entity access:

1. In the group layer, go to the Users tab.
2. Next to the relevant entity, go to Actions and select Edit. 
   
3. Untick Group User Active. 
   
4. Click Process.

Deactivating an API-linked user

Making an API-linked user inactive can cause your integration to fail. To get around this, use a new User ID to re-generate a new User Key:

1. Log into the relevant entity/entities under an Active User account that you want to keep. 
2. Go to Setup > Company Details & Settings. 
   
3. In the Integration tab, enter the company password and click Request User Key.
4. A newly updated User Key will appear. Ensure you copy it all.
5. To re-establish the link, send the new User Key to your integration point of contact.

See:

Edit User (24.3) - AIQ Academy

Once a user has been promoted to Practice Administrator, it is not possible to take away administration rights or amend the permissions of an admin user. These will appear grey and locked for editing.

If you need to do this: 

1. In the group layer, go to the Users tab.
2. Next to the relevant entity, go to Actions and select Edit. 
   
3. Change the email address associated with the current user. This will allow you to set up the new account using the correct email address. We recommend prefixing the current email address with "xxx".
4. Untick Activation Status to deactivate the current user. 
   
5. Click Process.
6. Set up a new account with the required Profile and Permissions.

See:

Edit User (24.3) - AIQ Academy