Managing Users, Seats & Access

Every person who signs in to AxiomBlue is an employee record. Giving someone access takes three things: a seat from a licence pack, a login credential, and the access switch for the portal, the mobile app, or both.

What a seat is

A seat is one person's licence to sign in. Seats come in licence packs, which you buy through Settings > Subscription & Billing. A business can hold several packs, bought at different times and on different plans. An employee draws their seat from exactly one pack.

The Set Employee Password dialog tells you how many seats the business has bought, so you can check before you go looking.

Check your seats

Go to Settings > Seats & Licenses. Four figures sit across the top: License Packs, Seats Purchased, Seats Assigned and Seats Available. Below them each pack is listed in purchase order with its Total, Assigned, Available, Source, Next Bill Date and Status.

Source records where the pack was bought — Web, App Store or Google Play. That matters when you come to change the subscription, because a pack bought in an app store is managed there.

With no packs yet, the list reads No license packs yet — buy seats from Subscription & Billing to get started. Select Buy More Seats in the top right to go there.

Assign a seat

1. On Settings > Seats & Licenses, find a pack with seats available.
2. Choose Assign to Employee from the row's actions. The option only appears while the pack is active and has a free seat.
3. Search for the employee in the Employee box. Only employees without a seat are listed.
4. Select Assign.

The pack's Available count drops by one, and the employee's record now shows Seat Assigned.

Set a login credential

1. Go to Employees > All Employees and open the employee.
2. Find the Login & Access card in the right-hand column.
3. Select Set Password. The Set Employee Password dialog opens.
4. Enter a New Password — at least five characters, with a letter and a number.
5. Select Set Password to confirm, then share the password with them securely.

The employee signs in with the email address on their record and the password you set. The card now shows Login Credential Set, and after their first sign-in it shows the date.

Switch on their access

Two switches sit at the bottom of the Login & Access card, and they are independent:

• Enable Mobile App Access — the field app on their phone.
• Enable Portal Access — the browser portal.

A field crew member often needs only the first. Office staff often need only the second.

What you should see

The Login & Access card reads Login Credential Set and Seat Assigned, with at least one access switch on. The employee can now sign in with their email address and the password you set.

Reset a password

1. Open the employee record and find Login & Access.
2. Select Reset Password.
3. Enter a New Temporary Password.
4. Tick Require password change on next login so they choose their own. It is off by default.
5. Select Reset Password, then share the temporary password securely.

With that box ticked, the Login & Access card shows Must Change Password until they set their own.

Take access away

Two options, and they do different things:

• Remove Login — clears the password. The employee cannot sign in. The seat stays assigned to them.
• Unassign Seat — frees the seat back to its pack and switches off both Mobile App Access and Portal Access. The employee keeps their password but cannot sign in until a seat is assigned again.

Use Unassign Seat when someone leaves, so the seat can go to their replacement without buying another. You can also unassign from Settings > Seats & Licenses: choose View / Manage Seats on the pack, then Unassign beside the person.

Set what they can do

Access lets someone in. Permissions decide what they see once inside. Set those on the Permissions tab of the same employee record — see Understanding Roles & Permissions.