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User Management

Use this option to create and amend users of FinanSys Apps. Use the 'Add' button to create a new user or click on a user name to edit the settings for that user. The following fields are available from this screen:

  • User Name - This is the name that the user will use to log in with. It can be their email address, their full name or any other convention you prefer.

  • Full Name - The full name of the user.

  • Email - The email address of the user - this will be used for notifications etc.

  • Provider - This is currently not enabled, but future releases of FinanSys Apps will include single sign-on compatibility for popular providers.

  • Division - The division or department of the organisation associated with this user. These will need to have been previously created in the 'Organisations and Divisions' section of the settings.

  • Administrator - Tick this option to give the user full administrator rights, including the ability to access all of the settings functionality.

  • Champion - A 'Champion' user will be a user who is capable of building apps and is able to assist other users in the development of FinanSys Apps across their organisation. Champions will get invites to regular training workshops and product updates so it is important they are registered as such here.

  • Sponsor - This indicates the user is considered a sponsor of the FSA project. A sponsor is generally a member of senior management and a business decision maker who can enable the champion to develop apps.

  • Licence Status - Users licences are either 'Full Users' or 'Credit Users'. Full users have access to as much of the systems as their security settings allow and consume one named user licence. Credit users are charged to the organisation for each transaction they participate in, but do not consume a named user licence. Credit users are therefore more suited to occasional users of FinanSys Apps, such as people who may do occasional expense claims for example.

  • Reset Password - Use this option to reset the users password and send them an email with a clickable link to log in and amend.


Users can be assigned one or more roles from the 'Roles' tab on the left of the user management screen. Roles must have been previously created in the 'Roles and Permissions' part of 'Settings'. Roles essentially determine whether a user can access a particular app, and what they can do within it.


Teams are assigned their members from the relevant tab on the left of the user management screen, and must have been previously created in the 'Team Management' section of settings. Teams can be used in a process to determine who should be able to do a particular step of the process, e.g. approve an invoice. Often it makes sense to use teams instead of naming individual users within an app process. So, for example, if you have a group of users who can approve invoices, then create a Team of 'Invoice Approvers' and assign the relevant users to this team. This then means that if the users who can authorise invoices changes, then you can simply change the members of the team rather than having to edit the app. Also, the same team can be used across multiple apps, so you only need to change team members once rather than edit each app that uses the same user group.


This option can be used to delegate tasks for a specified period so tasks don't end up waiting while a user is on leave for example. Note that users can delegate their own tasks from their 'My profile' screen, but if they forget or are unable to do so an administrator can do this on their behalf from here.


This allows administrators to reassign tasks from one user to another, and can be used to stop tasks becoming stuck if a user is unexpectedly absent or leaves the organisation before teams or processes have been amended.

Quick Reports

This screen has two tabs at the top:

  • Apps - This allows you to specify which apps are to be available to this user when building quick reports.
  • Report - This allows you to specify which reports are available to this user. Note that a user always has access to reports they built themselves but from this screen reports can be shared with other users.


Here you can set what BI reports are available. As with quick reports a user will always have access to the reports they have created themselves, this option is for sharing with other users.


This allows additional analysis dimensions to be added to the user record and can be used to store information such as a users line manager, department, start date etc. The data that can be stored here is completely flexible and can be used in reports etc. but must first be configured by an administrator using the 'User Extension' option.