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Cost Consulting Help Centre

Manage staff user accounts

4 min read Updated

Each person in your practice signs in with their own user account. The User Accounts page is where an administrator adds staff, updates their details, and switches accounts on or off. Only users with the Admin role see this page, under Account > User Accounts.

The user list

User Accounts list showing four users with their username, roles Web User and Admin, active status and expiry date
The User Accounts list

The list shows every user in your practice:

  • Name and Surname and Username. The username is the email address the person signs in with.
  • User Role(s): Web User, or Web User; Admin for administrators.
  • Is Active: True if the account is switched on.
  • Expiry Date: the date the user's licence runs until. The date shows in green while it is in the future and in amber once it has passed.

Type in Search Users to filter the list, and select a column heading to sort by it. Select a user to open their account.

Roles

There are two roles in a practice:

  • Web User: can work with matters, clients, reports and setup, and can open Account > AI Credits and Account > My Company.
  • Admin: everything a Web User can do, plus Account > Subscription and Account > User Accounts. An Admin can also still sign in after their licence has expired, so they can renew the subscription.

The person who registered the practice is its Admin. Every account you create on this page is a Web User, and the page has no setting to change a user's role.

Add a user

Create New User Account form filled in with an email address, name, password and the default profile image
Creating a user account
  1. On the User Accounts page, select Create New User Account.
  2. Enter the person's Email Address. This becomes their username, and it must not already be used by another account.
  3. Enter their Name and Surname.
  4. Enter a Password and type it again in Confirm password. It must be at least 8 characters long and contain at least one symbol, such as ! or #.
  5. Optionally, select Upload Profile Image and choose a photo.
  6. Select Save User.

Cost Consulting does not email the new user. Give them their username and password yourself, and ask them to change the password after they sign in (see Manage user profile).

Activate a new user

What happens next depends on your subscription:

  • During the 30-day free trial, a new user is active straight away until the end of the trial.
  • On a paid subscription, a new user is created switched off, with an expiry date of today. They cannot sign in until you buy a licence for them.

To activate a user on a paid subscription, add their licence in Account > Subscription and pay for it. When the payment is confirmed, the user is switched on and their expiry date moves forward by the period you paid for. See Maintaining and managing your subscription for the steps. A licence belongs to the user it was bought for and cannot be moved to someone else.

Edit a user

Edit User Account form with active-until date, email, name, password fields, IsActive tick box and profile image
Editing another user's account
  1. Select the user in the list.
  2. Change their Email Address, Name and Surname or profile image as needed. Active until at the top shows their licence expiry date.
  3. To set a new password, replace the contents of both Password and Confirm password. Leave them as they are to keep the current password.
  4. Select Save User.

If you change the email address, the user signs in with the new address from then on.

Deactivate or reactivate a user

When someone leaves or should no longer have access, switch their account off:

  1. Open the user from the list.
  2. Clear the IsActive tick box.
  3. Select Save User.

The user can no longer sign in. They see the message Your account is currently disabled. Please contact your administrator. To let them back in, tick IsActive again and save.

The IsActive tick box only appears while the user has a current licence, and never on your own account. If the user's licence has expired, the form shows User license not active! instead; renew their licence through the subscription to switch them on again.

A Web User whose expiry date passes is switched off automatically the next time they try to sign in, with the message Your account expired! Please ask your administrator to re-activate your account.

Delete a user

The Delete User button only appears on an account that is switched off. Deleting a user removes their account and hands their matters and worklist items to you, the administrator who deletes them, so no work is lost. Deleting cannot be undone, so deactivate the account instead if you might need it again.