Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Manage User” set up options.
Before we begin, let us understand about the need of Manage User Utility and the usage of this particular activity.
Manage User
If more than one person is working on maintaining the records of the company and creating various documents or you want to add user to help you to see the reports and other data, the multiple users can be added and all such users can log in the AlignBooks at a time by using their User ID and password.
AlignBooks will keep the log of individual user’s activities so that it could be tracked “who has done what”. This log book can help you to assess user performance and to make the user accountable.
Here, you may have a concern that if all users will have access to all data of the company, the trade secrecy, data accuracy or operational efficiency may be compromised. To overcome this situation, AlignBooks provide the feature to define the rights of accessibility of a user. You can create a user with limited rights and limited access to various modules of AlignBooks i.e. you can define as what a particular “User” can do and what he/she can’t do.
When you register yourself with AlignBooks, by default you are registered as one User of the company with rights of a Administrator. Now you can create more users as per your requirement.
It is an inbuilt facility with your subscription licence that you can create and register total 5 Users (Including Administrator) under one company. If you want to add more than 5 users, you have to buy additional subscription for addition user.
This “Manage User” utility will assist you in
If you are on home page, you need to click on 
Icon titled as “Configuration” . You will get many options available under Configuration Menu. Click on 
to select this option. The Screen appears will look like;
Let us explore how you create a new user;
You can see the 
option at top right corner of the screen. Click on this option and you will be directed to the relevant user creation screen.
First you will need to enter the Basic Information of a new user and create a Login ID and password for the new user. Let us input the data of new user;
 Name : Select a gender title of the user.
Enter first name of the user.
Enter last Name of the User.
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 Login ID : Enter a login Id to be used by this user to Login in AlignBooks. Kindly note that the User ID should be a unique one. For the ease of remember, you can use his/her email ID or Mobile No. as User ID.
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 Password: Give minimum 6 Digit password to be used by this user for first Login. The user will be at liberty to change the password after first login.
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 Confirm Password: Re-enter the password to Confirm.
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 Email : Enter a valid Email ID of the user. To validate the user, AlignBooks will send a registration link on the given Email ID.
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 Mobile No.: Enter mobile number of the user.
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 Inactive: If you want to make a User Inactive for the time being i.e. you want to restrict his/her access to AlignBooks, keep this option “ON”.
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 Company: If you are maintaining multiple company on AlignBooks all the companies so maintained would be reflected and you can Select the Companies in which the user is given access right. To Select/Unselect a Company, Click on  .
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The user will be given same rights in all the selected companies.
If you want to give different access rights in different Companies, you can go to Edit user and select a different company with different Rights.
If you want to remove all access rights in any Company, you can go to Edit user and select that company and uncheck his all rights.
Click on 
to Define the user rights.
Here you will find three types of user rights i.e. Administrator, Reports only and Custom.
Click on 
to select the right to be given to the user.
Click on 
to go back to previous page.
Click on to go to next page.
If you have selected user type as “Custom” the system will prompt to define user rights.
On this page you can select module wise user rights for AlignBooks Modules in terms of viewing dashboards, performing transactions i.e. data entry/editing and Viewing reports etc.
Against each module three types of rights are available
1. Dash Board
2. Transactions
3. Reports
Click in the Check Boxes against respective Item Columns to select/unselect the right. (Tick the check box to Allow, Keep the checkbox Blank to Disallow).
Click on to go back to previous page.
Click on to go to next page.
In this screen you can further allow or restrict the Transaction action rights of a user.
Click in the Check Boxes against respective Item Column to select/unselect the right. (Tick the checkbox to Allow, Keep the checkbox Blank to Disallow).
Click on to go back to previous page.
Click on to go to next page.
In this screen you can further allow or restrict the Report action rights of a user.
Click in the Check Boxes against respective Item Column to select/unselect the right. (Tick the checkbox to Allow, Keep the checkbox Blank to Disallow).
Click on to go back to previous page.
Click on to go to next page.
In this screen you can allow/restrict some special task rights of the user like creating a new company, Back Date data entry etc.
Please go through the details given with the specific right and select/unselect to permit/not permit the User with that category of rights. (Tick the checkbox to Allow, Keep the checkbox Blank to Disallow).
Click on to go back to previous page.
Click on to go to next page.
You have completed new user configuration.
Click on 
to Save the New User. Once you click on Save, AlignBooks will send a Registration link at Email provided by you for this user. Once he/she click on Registration link send on Email, he will be allowed to have access and can login to AlignBooks.
Now, you are back on Manage User main screen.
Invite User : Click on 
to invite a Guest user.
AlignBooks provide you with the facility to invite your Auditors as a Guest User to view and audit your data sitting at remote location. However, your Auditor must be in the registered user list of the AlignBooks. Any Chartered Accountant/Certified Financial Professional can register with AlignBooks absolutely free of cost.
Registration of a CA/ICWA/CS/CPA is free and to add him as Guest User you need not to pay any subscription and Guest Users will also not be counted in permissible number of 5 Users.
For Chartered Accountant and other Financial Professionals, AlignBooks is providing a special platform to view his/her client’s data from his/her own login ID provided the client has added him/her as Guest User. When a CA will login from his/her own Login ID, a list of all companies who has invited him/her as Guest User will appear on his Dash Board and from there itself he/she can select a Company and will be able to access data as per rights given by that Company.
Edit/Modify Rights of existing user :
In the main screen of Manage User, you can see a list of users created so far along with option to “Edit” against each Location.
Click on 
to edit the basic information or access Rights of a user for any company and follow the similar process as defined in “New User”.
Export : Click on 
to Export the data as visible in the list to an Excel Sheet.
Search : Type a text to search a particular record.
Group : If you want to Group your display on any particular field, hold that field and drag a little up outside the Grid, your display will be grouped on that field. To remove the groupings drag the field back into the Grid column.
Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field.
Click on 
to Exit from the Manage User utility.
