Users
Managing the accounts of company employees - creating them, rights and roles, passwords, deactivation.
In the Users module, the administrator creates and manages colleagues' accounts. You will find it in the menu under Lists → Users, and in the mobile app under More → Administration → Users. Only the company administrator can see the module.
Number of users by plan
| Plan | Max. active users |
|---|---|
| Diary | 3 |
| Diary+ | unlimited |
| Company | 10 |
| All for business | 20 |
Only active users count. When you reach the limit on the Diary plan, the app offers you Diary+ straight away. On the other plans you will see the message Dosažen limit uživatelů (User limit reached) - deactivate someone who no longer works for the company, or contact us.
User list
Among other things, the list shows the login and e-mail, Práva (Rights), Role (only in the Company and All for business plans), the contract and employment type, the hourly wage (in plans with the Wages module), whether the account is active, Stav (Status) and the work report approval method. The Aktivní (Active) switch hides deactivated accounts; the search is next to it.
Stav shows whether the employee has finished filling in their personal data: a new account is Založen (Created), and after the data has been filled in via the personal link it is Kompletní (Complete) (see HR). The status can also be changed manually on the user card.
A label may appear next to a name to warn about a missing setting. Clicking it opens the user card with the relevant field highlighted:
- Nemůže vykazovat (Cannot report work) - the employment type is missing, or the company checks contracts and the employee has not finished filling in their data. See Work reports.
- Nemůže do deníku (Cannot use the diary) - the user's Role does not allow creating daily entries.
- Chybí typ smlouvy (Contract type missing) - the user can report work. Until you fill in the contract type, the app treats it as full-time employment (HPP): for the vacation entitlement, surcharges and the working time fund.
New user
- In the list, click Nový uživatel (New user).
- Fill in Jméno a příjmení (Full name), Login (lowercase without spaces, e.g. j.novak) and Email. Both the login and the e-mail must be unique in the app.
- In the Práva field, choose Admin or Uživatel (User). In the Company and All for business plans, also select the Role for a Uživatel - the app pre-fills the Uživatel role (see Roles and permissions).
- Check the Typ poměru (Employment type): the default is Zaměstnanec (Employee), the other option is Subdodavatel (Subcontractor). Without an employment type, the person is not offered among the workers in the construction diary.
- In the Company and All for business plans, enter the hourly net and gross wage.
- Decide about the password: with Nastavit výchozí heslo? (Set a default password?) turned on, you enter the password yourself and pass it on to your colleague. Without it, the app generates a password and sends it to your colleague by e-mail together with the login.
- In the Company and All for business plans, you can turn on Žádat o data k personalistice? (Request HR data?) - instead of a password, the employee then receives an e-mail with a link through which they fill in their personal data and set their password themselves.
- Click Založit (Create).
You can give a new colleague a login to the mobile app right away: on their card, on the Zabezpečení (Security) tab, generate a QR code and let them scan it in the mobile app. In the mobile app (from version 1.0.66) you show the colleague's QR code in More → Administration → Users with the QR sign-in button. See Mobile app.
User card
Click a user to open their card. A saved card opens locked; enable editing with the lock icon and save with the Upravit uživatele (Edit user) button. The card has these tabs:
- Obecné (General) - e-mail, login, name, Práva, Role, Jazyk (Language), the Aktivní and Externí (External) switches, ID uživatele (User ID), Stav and attachments (a scan of the contract, ID card and so on). In the Odkazy (Links) part you create a personal link for completing the registration and the first login (Vytvořit odkaz (Create link), Kopírovat odkaz (Copy link)). The link is valid for 14 days, and creating a new one invalidates the previous one.
- Personalistika (HR) - the employee's work and personal data and hourly wages (Company and All for business plans), see HR.
- Heslo (Password) - setting a new password for the user.
- Zabezpečení - resetting two-factor authentication when the user loses their phone, and a QR code for logging the user in to the mobile app. The code logs in their account, not yours. A QR code cannot be generated for another administrator, because it would bypass their two-factor authentication; each administrator issues it for themselves in their own profile.
- Notifikace (Notifications) - which notifications the user receives by e-mail and in the mobile app. There is also the Proces schvalování výkazů (Work report approval process) option (the standard approval process, no approval needed, or a selected person), see Work reports, and for a regular user the Zobrazit report výkazů práce (Show work report) switch (the user will see a report of their hours worked and their payslips).
- Periodické srážky/bonusy (Recurring deductions/bonuses) - regular deductions from and bonuses to the wage, see Wages.
Sending new passwords
- Tick the users in the list.
- In the bar at the bottom, click Poslat nové heslo (Send new password) and confirm with Odeslat (Send).
Each selected user receives a generated password by e-mail, their current password stops working, and after logging in they set their own. You never see the password anywhere in the app. You cannot select users without an e-mail address, or yourself, this way.
Deactivation and deletion
- Deactivation - on the user card, turn off Aktivní. The user can no longer log in, their work reports, diary entries and other data are kept, and they no longer count towards the user limit.
- Deletion - with the bin icon in the list you can delete only users in the Založen status (and never yourself). For everyone else, use deactivation.
External users
The Externí switch marks accounts from outside the company, for example the TDI (owner's technical supervisor), the investor or author supervision. An external user has access only to the construction diary and is not offered in work reports, the plan or other internal agendas. You usually do not create external users manually - you invite them directly to the diary, see Diary sharing.
When another company invites a new person to its diary and enters your company's ID (IČO) in the invitation, an external account is created for this person in your company. All active administrators then receive an e-mail saying who invited whom and to which project. Such an account counts towards the limit of active users. If you do not want it, turn off Aktivní on its card.
Employee overview
When it is turned on in Company settings → Výkazy a docházka (Work reports and attendance) (the Přehled zaměstnance v seznamu uživatelů (Employee overview in the user list) switch), the Přehled zaměstnance (Employee overview) action appears for each person in the list. For the selected year, the window shows the remaining vacation and sick days, vacation and sick leave requests, approved hours by month and the generated wages with a link to the payslip. The company administrator can see it; wage amounts are shown only to those who have access to wages.