DataGrows was designed so each user can take responsibility for their tasks and time in the system while they work. DataGrows has helped hundreds of firms to save time and increase efficiency and productivity. However, this is only possible if the team uses DataGrows as intended. It is vital to add all of the managers, accountants, auditors, bookkeepers and clerks on your team. If you do not add a team member, you will not be able to assign tasks to them and you will lose out on key functionality in the system.
This post will explain the following:
1.How to add a user:
To add a Team member/User:
Click on your Accounting CRMÂ database.
Click on Setup, then Accountant. This will open the Accountant table.
(The account owner will have been added as a Super User already. Please leave their role as Super User. This is the highest-ranking user role and will give them access to the entire Accounting CRM and Practice Management Tool.)
Next, click on 'ADD RECORD' in the top right corner.

Add a Name and Email.
Check the Allocate License checkbox.
Select an Employment Status
Select the appropriate role from the dropdown. Below is a list of Roles with an explanation of each Role.
Save&New

The user will receive an email asking them to create a password. They will use their email and password to log in to DataGrows.
2.User Role definitions
a. Super User:
This is the highest-ranking role. They will have access to your entire database.
They can:
Set up the system
Add and delete clients
Add users
Access all tables
See and manage all reports and tasks
b. Partner:
This is the second-highest-ranking role. For data protection purposes, they will have access to your entire database but cannot delete a client.
They can:
Set up the system
Add clients and users (cannot delete clients)
Access all tables
See and manage all reports and tasks
c. Team Lead:
This is for managers and team leads who need to see all task tables and review work for their team. They cannot access any billing tables or information.
They can:
See general reports
Add clients
Access all task tables
See all tasks for all users and assist with reviewing tasks
d. Accountant:
This is for accountants and all-rounders. Select this role for accountants who need to focus on completing tasks.
They can:
See general reports
Access all task tables
See all tasks or their own tasks only
e. Clerk:
This is for accountants and all-rounders. Select this role for staff in training or newer staff who need to focus on completing tasks.
They can:
See general reports
Access all task tables
See all tasks or their own tasks only
f. Assistant:
Personal Assistants or Secretaries that only need to update client information. They can:
Add and update clients
Access the Adhoc Department and My Chats
* This role doesn't require a license and is, therefore, free of charge. You can only have 1 assistant for every 10 paying licenses.
g. Custom:
You can set up a custom role for any of your staff.
Click here to find out more.
3.Adjusting standard user rights &Customising user rights.
4.Filter on own:
You will see a checkbox for each record in the Accountant table called 'Filter on own data'.

When Checked: Users will only see tasks assigned to them.
When Unchecked:Â Users will see all tasks assigned to all staff.
5.How to change a user's rights or allocate access.
To CHANGE rights: You can click on any Accountant/User’s record and change their user role by selecting the appropriate role from the Role dropdown.
If you check the 'Allocate License' checkbox, they will be granted access to the app.
If you are paying via Debit Order this license will automatically be added to your next billing cycle. If you are paying via PayFast, please purchase more licenses first, before trying to allocate the licenses. This post will show you how.

How to REMOVE a user:
We do not recommend deleting a user as this will result in their names being removed from tasks that have been archived for historical purposes.
Instead, we suggest that you remove their access. To do this:
Switch off their Allocate License in the Accountant table
Mark their employment status as Dismissed, End of Contract or Resigned.
Reassign all of their work to someone else by selecting their replacement from the "Re-assign all clients and tasks to" dropdown at the bottom of the form.
This will remove their access from DataGrows and ensure their work history remains intact.

If you are paying via PayFast, please make sure to adjust the number of licenses that you are paying for after removing the user's access. To do this:
The account owner must log in to DataGrows:Â
Then go to SettingsÂ
My PlanÂ
Adjust the number of licenses to reflect the new TOTAL number of licenses that should have access. Â
Click Update.
If you still want to delete a user:
Make sure you have reassigned their tasks as discussed above and unchecked the allocate license checkbox.
Next, check the checkbox next to the accountant's name that you want to delete.
Click on Actions, then Delete Selected.
NB: The accountant will be removed from the system along with all their history.

If you have any questions, please email support@mydatagrows.com.
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