By Neil Metcalfe, Posted on 17/02/2025
Regardless of the size of your business, whether a one-person band or a department store, you’ll need to have people working in Infusion. These users need to be set up to give them access to the different functions within Infusion.
How to set up a user?
Each user should be invited on a separate email address, to have their own login for security. This way you control exactly who has access to your data, and more importantly who doesn’t!
Setting up each user with their own email address ensures that when a user leaves, you can disable their account while leaving others to have access to your data. This keeps it safe and secure for you. To see just how to set up a new user, check out our help article Add a User.
Once a user has been set up, they need to be assigned a user role. A user role is effectively a way of defining what functions and sub functions that the user has access to. Users can have as many roles assigned to them as needed to do their job.
Different user roles can have overlapping areas of functionality. If a user has been assigned multiple user roles, Infusion will always take the highest access in an overlap between different roles. This means that if one role lets the user view the customer records, and another role assigned to the same user has the ability to edit customer records, then that user will be able to edit the customer records.
Want to know more about User Roles? Our help article to get started on User Roles is a great place to get started.
Does every employee in my business need to have access?
Not at all. Only the employees who will work with Infusion need access. Depending on the type of business you run this might be just the back-office staff, or every single staff member.
You might have a number of staff, who make the sales in the shop, but don’t enter in the sale into Infusion. These staff don’t work with Infusion directly, perhaps they just fill in a handwritten quote and hand it into the office staff. As these staff don’t touch Infusion they don’t need to be set up as users, and instead can be set up as a staff member. Staff members can be used on invoices to record who sold the products on the transaction. Find out how to set up a staff member with our help article and video guide.
How many users and active sessions do I need?
Infusion uses active sessions, rather than the number of users set up in Infusion. An Active session is one connection of a user into Infusion. To give an analogy, think of it like the parking space. Anyone can use this parking space, but only one person can use it at a time.
You can have as many set up users as you need who work with Infusion, whether they are part- or full-time workers, or even casual employees. However, unless everyone uses Infusion all the time, the number of active sessions you’ll need is the number of people who will be using Infusion.
Get Started Today!
If you are ready to get better control of your User management Infusion Accounting Software is here to help. Sign up for a free trial today and get to experience the benefits firsthand. Schedule a demo with one of our experts to explore the software in more detail and learn how it can be customised for your business.
You can also take advantage of our available training courses to ensure you get the most out of Infusion Accounting software.
Call us to learn more about how we can transform your inventory management. Contact us on 0800 424 948 or sales@infusionsoftware.co.nz to book a demo.