Guest users

Guest Portal

Guest users can interact with the system only via Guest Portal, and are created on the Guest Users tab on the Users screen.

 

You can have an unlimited number of Guest Users free of charge.

 

As neither estimated hours, nor actual hours are tracked for guest users, resource loading is not calculated for them. Consequently, guest users do not appear on resource loading reports.

 

To create a guest user, follow the following steps:

 

1.

Log in as Administrator (or a user who has the ‘Manage System Settings ’ permission). If you are already logged in, skip this step.

2.

From User Menu select Users. You will be taken to the Users screen.

3.

Click the Guest users tab.

4.

Click Create guest user. This will open the User Details screen in a new window. Fill in all the required fields. Default properties of the user being created include ‘Enabled’ and ‘Can login’.

5.

Add user’s picture (avatar) by uploading a graphics file (max. 40 Kb).

 

 

GIF and JPEG pictures are currently supported. The size of the file may not exceed 40 Kb.

 

 

6.

Fill out custom fields, if any. For more details, please see Custom fields.

 

 

 

Can Login: This field is used to create so-called ‘resource’ users. In a nutshell, a resource user is a project member you do not need to have access to the system, thus sparing one user license or more. You can assign activities to them, etc., or, in other words, have them as normal users in many ways but being able to login themselves. One example of using a resource user is when there is an office car on some project, and, say, project manager is charged with adding car maintenance costs to the project expense sheet at regular intervals, based on a mileage log kept by a project driver, who has been added to the team as a ‘cannot login’ user.

 

Disabled: By disabling Easy Projects (EP) users, who you do not want to be active any more for some reason, you are able to make one or more user licenses available for adding new users, thus saving money. Disabled users are marked red, and it is only on user lists and reports where they appear.

 

IMPORTANT: Neither ‘Cannot login’, nor ‘Disabled’ users can be recipients of EP email notifications, and disabled users cannot have time entries added for them by someone else.

 

 

7.

Click one of the available saving buttons. Clicking "Save" applies the changes without exiting, while clicking "Save and close" applies the changes and exits.

 

 

Importing guest users

 

For importing guest users, refer to Importing users.

 

A user imported as a guest user must have Guest for the value of the 'User Role' field in the source csv file.

 

The user can be emailed a welcome letter with either automatically generated password (if you have not set it for them manually), or the one you have set for the user. This requires the notification system be enabled. See email notifications for more details.

 

Consider using the "Save and add similar" button. Clicking it results in saving the current user and making the screen ready for entering another user’s details, with some fields filled in for you automatically.

 

 

Inviting Users to a Project or an Activity in Activity Center

 

See Inviting users.