The Inactive User action requires Powercode build 26.10.05 or later.
The Users page is where you manage the staff accounts (web users) that sign in to the admin portal. From here you add new users, change a user's details and permission groups, and make a user inactive when they leave.
Making a user inactive does not delete them. Their account and everything they did in Powercode stays, but they can no longer sign in with a username and password. Read Making a user inactive before using it, because it also moves the user's open scheduled jobs to stand by.
Config > Users
| Permission | Why it is needed |
|---|---|
| User (System → Users) at Edit | To see the Users menu link, open the page, add and edit users, make users inactive, and reset failed sign-in counts. Edit is the only level this permission offers. |
| User Commissions (System → Configuration) at Edit | Adds Edit User Commissions to each user's actions. |
Permission groups themselves are managed at Config > Permissions. See System Configuration - Permissions.
The list shows one row per user, with these columns:
| Column | What it shows |
|---|---|
| ID | The user's ID number. |
| Profile | The user's profile picture. |
| Username | The name they sign in with. |
| Name | Their full name. |
| Permission Groups | Every permission group they belong to. |
| Viewable Customer Groups | The customer groups whose customers they can see. |
| Status | Active or Not Active. |
| Action | A Select an action menu with the actions below. |
Inactive users are hidden when the page opens. Click Show Inactive Users to include them. The button changes to Hide Inactive Users so you can hide them again.
The Action menu offers:
| Action | When it is shown | What it does |
|---|---|---|
| Edit User | Always | Opens the user's details. See Adding or editing a user. |
| Edit User Commissions | You have User Commissions | Opens the user's commission settings. See Sales Commissions. |
| Reset Bad Password Count (N) | The user has at least one failed sign-in | Sets their failed sign-in count back to zero. N is the current count. |
| Inactive User | The user is Active | Makes the user inactive. See Making a user inactive. |
Once a user has more than 5 failed sign-ins, the Reset Bad Password Count action is highlighted in a warning color. Once they have more than 9, their whole Action cell turns to an error color.
The main fields are:
| Field | What to enter |
|---|---|
| Username | The name the user signs in with. Must be unique. |
| Password / Retype Password | Enter the same password in both to set or change it. Leave both blank to keep the current password. Setting a password also resets the failed sign-in count. |
| Permission Groups | One or more groups. The user gets the highest level of each permission across all their groups. |
| Limit Customer Visibility | When ticked, the user can only see customers associated with jobs they are assigned to. |
| Status | Active or Not Active. See Making a user inactive. |
| Name | The user's full name. |
| The user's email address. | |
| Phone | The user's phone number. |
| Address 1, Address 2, City, state, Zip | The user's address. |
| Latitude / Longitude | The address location. Tick Geocode On Save to have Powercode look these up from the address when you save. |
| Color | The user's color, chosen with the color picker. |
| Viewable Customer Groups | The customer groups this user can see. Only shown when you have more than one customer group. |
Use this when someone leaves or should no longer have access.
The user disappears from the list, because inactive users are hidden. Click Show Inactive Users to see them with a Status of Not Active.
You can also make a user inactive by choosing Edit User, setting Status to Not Active and clicking Save. When you pick Not Active, Powercode checks for scheduled jobs and, if there are any, shows Change User Status: This user has N scheduled jobs. Setting this user to Not Active will put their incomplete scheduled jobs into stand by. The jobs move when you save.
Inactive does not lock out single sign-on. A user who signs in through SSO & SAML can still sign in after you make them inactive in Powercode. Remove or block them in your identity provider as well. See SSO & SAML - Microsoft Entra ID.
They can sign in again straight away. Jobs that were moved to stand by stay there. Reassign them on the schedule if needed.
When admin portal two-factor authentication uses Google Authenticator, the Edit User page has a Two-Factor Authentication section.
Both actions are recorded in the System Event Log. For setting up two-factor authentication, see Two-Factor Authentication (2FA).
| Symptom | Likely cause |
|---|---|
| Config > Users is missing from the menu | You do not have User (System → Users) at Edit. |
| Access Denied when opening the page | As above. |
| Inactive User is not in a user's Action menu | The user is already Not Active. |
| Please enter a username. / Please enter a name. / Please enter an email. when saving | That required field is empty. Users created by single sign-on have no email address, so you need to add one before you can save them. |
| Username must be unique. | Another user, active or inactive, already has that username. Check with Show Inactive Users. |
| Passwords did not match. | Password and Retype Password are different. |
| Invalid color. | The color is not a valid 3- or 6-digit hex color. Pick one with the color picker. |
| A user sees This user (username) has too many failed login attempts! after a failed sign-in | They have more than 9 failed sign-ins. Use Reset Bad Password Count, or set a new password for them. |
| An inactive user can still sign in | They are signing in through single sign-on, or they still had a session open. See Limitations. |
| A user's jobs disappeared from the schedule | The user was made inactive, and their incomplete jobs moved to stand by. |