# Create and Manage Users

> A User is a Person with a PurchasePlus Account that uses our software in the daily duties of their jobs.

Source: https://www.purchaseplus.com/docs/general/creating-and-managing-users

Markdown: https://www.purchaseplus.com/docs/general/creating-and-managing-users.md

# Create and Manage Users
A User is a Person with a PurchasePlus Account that uses our software in the daily duties of their jobs.

If you have the 'Manage Users' Permission, there are a number of extra, Administrator-type functionality that you have access to.

Skip to:

-   [Creating New Users](#CreateNewUser)
-   [Managing User General Settings](#UserGeneralSettings)
-   [Managing User Preferences](#ManagingUserPreferences)
-   [Managing User Permissions](#ManagingUserPermissions)
-   [Departments and organisations](#departments-and-organisations)
-   [Notifications](#notifications)

  

### Creating New Users

1\. Select \[**Users**\] → \[**New User**\] from the side navigation bar.

2\. Alternatively, select \[**Users**\] → \[**View All**\], then click on the \[**+**\] in the top right corner to create a new User.

![Click New User](/images/docs/general/creating-and-managing-users-1.avif)

3\. Complete the 'Create a New User' form.

a. Enter the \[**Email**\] and \[**Full Name**\]. The email address entered will be the email addressed used to sign in to PurchasePlus. These fields are mandatory. 

An email address can only be associated with a single user profile in PurchasePlus. If you cannot create the user, please check the **\[Not Enabled\]** tab on the Users page to see if the email address is already taken. If so, you can either **\[Enable\]** the user, or contact our [support team](/docs/general/contact-purchaseplus-customer-success-team) and we can delete the user for you.

b. Position, Phone Number and Staff Code are optional fields, and can be used to help identify the User in certain places in the system and generated documents.

4\. Click \[**Create User\]**.

![Create New User updated](/images/docs/general/creating-and-managing-users-2.avif)

The user will receive an email with an invitation to set their password, which they will use to sign into PurchasePlus from then on. [Learn more](/docs/general/sign-in-to-purchaseplus).

### Managing User General Settings

There are a number of settings that users with the 'Manage Users' permission enabled can update, with regards to existing users.

To edit a user's General Settings:

1\. Select \[**Users**\] → \[**View All**\] from the side navigation bar.

2\. \[**Search**\] for the User, then click the \[**User\]**, to open the User's settings.

![User General Settings](/images/docs/general/creating-and-managing-users-3.avif)

You can:

-   Enable or Disable the User. 
    -   An Enabled user will be able to sign in to PurchasePlus and use PurchasePlus on behalf of their Organisation, in accordance with their Permissions. An Enabled user can be Disabled at any time in the future.
    -   A Disabled user will not be able to sign in to PurchasePlus and will no longer receive communications from PurchasePlus. A Disabled user can be Enabled at any time in the future.
-   Full Name,
-   Position,
-   Phone Number,
-   Staff Code.

A user's email address can only be changed by a PurchasePlus administrator. Please [contact our friendly customer support team](/docs/general/contact-purchaseplus-customer-success-team) if you need to update a user's email address.

### Managing User Preferences

1\. Select \[**Users**\] → \[**View All**\] from the side navigation bar.

2\. \[**Search**\] for the User, then click the \[**User\]**, to open the User's settings.

3\. Select the \[**Preferences**\] tab. You can manage the following User Preferences:

a. Select the \[**Language**\] that the User prefers to use. **Recommendation**: If you are creating a user and you are not sure of the user’s preferred language but you do know their organisation’s country, set the Language to the official language of the country.

b. Decide if you would like to \[**Enable MFA**\]. **Note -** If the user signs in to PurchasePlus via Microsoft SSO, Multi-Factor Authentication will not be available.

c. Select View Preference \[**Regular**\] or \[**Compact**\]. **Recommendation:** leave the preference set to its default - 'Regular' - and allow the user to change this themself.

d. Decide if you would like to \[**Turn On Expert Mode**\] for the User. **Recommendation**: leave the preference set to its default - ‘Off’ - and allow the user to change this themself.

e. Select \[**Auto-Send Purchase Orders**\], if applicable. **Recommendation**: leave the preference set to its default - ‘Off’ - and allow the user (or a permitted Admin at their Organisation) to change this themself.

![Edit User Perferences](/images/docs/general/creating-and-managing-users-4.avif)

### Managing User Permissions

**Note -** Download our [PurchasePlus Recommended User Permissions by User Group](https://docs.google.com/spreadsheets/d/1MvweBxohqBn7jMWq3ZYS4ZWGJNKGDq3ePmvJQ9V70S0/export?format=xlsx), to learn more about each individual Permission.

1\. Select the User's \[**Permissions**\] tab. You have two options to set Permissions:

**a. Copy Permissions from an existing User**

1\. Click \[**Select a User...**\] from the dropdown menu under 'Copy Permissions'.

2\. Click \[**Save Changes**\]. This will copy the Permissions from the selected User. If the \[**Save Changes**\] option does not appear, this is due to the Permissions being identical to what has already been set for this User.

![Edit and Copy Users Permissions](/images/docs/general/creating-and-managing-users-5.avif)  

**b. Set the Permissions individually** 

1\. Select \[**Permissions**\] you would like to assign to the User.

2\. Deselect any \[**Permissions**\] you would not like to assign to the User.

3\. Click \[**Save Changes**\] once all Permissions have been assigned correctly.

![Set Permissions individually](/images/docs/general/creating-and-managing-users-6.avif)  

### Departments and organisations

When a user is a member of an Organisation, they automatically have access to every Organisation Level that is nested beneath that Organisation in the hierarchy. Assuming you have the correct permission, you can add the user to any Organisation of which you are a member, or any Organisation that is nested beneath any Organisation of which you are a member.

1\. Select the \[**Organisations**\] tab. You can view the Departments or Organisations the User already has access to.

2\. Click \[**Add Organisation**\]. 

![Add Organsiation](/images/docs/general/creating-and-managing-users-7.avif)

3\. \[**Search**\] and \[**select**\] the additional Department or Organisation you would like to add. Then click \[**Add Organisation**\].

![Search and select additional organisation](/images/docs/general/creating-and-managing-users-8.avif)

### Update the Default Organisation

Default Organisations define the Organisation to which the User belongs when they Sign in to PurchasePlus.

1.  Click \[**Default Organisation**\] and select the required Default Organisation from the dropdown menu.

2\. Click \[**Save Changes**\].

![Select Default Organisation](/images/docs/general/creating-and-managing-users-9.avif)

### Notifications

Users receive notification emails (e.g. Invoice Approval reminders) on a per-organisation basis. To change whether users Do or Do Not receive notifications, follow these steps:

1.  Navigate to **\[Users\] → \[View All\]** in the side navigation bar, and then select the user in question. You may wish to use the Search function for this purpose.  
    ![User Notifications](/images/docs/general/creating-and-managing-users-10.avif)
2.  Navigate to the user's **\[Organisations\]** tab:  
    ![User Organisations tab](/images/docs/general/creating-and-managing-users-11.avif)
3.  Click on the **\[More\]** menu in the table of Organisations, and then select **\[Manage\]**:  
    ![Manage organisation membership](/images/docs/general/creating-and-managing-users-12.avif)
4.  Toggle the'Send Notifications' checkbox on or off, and then click **\[Update\]:**  
    ![Send Notifications checkbox](/images/docs/general/creating-and-managing-users-13.avif)

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If you require further assistance with Creating and Managing Users, please [contact our friendly Customer Support Team](/docs/general/contact-purchaseplus-customer-success-team) at PurchasePlus.