How do you create a user and employee in Easyflor?

What are a user and an employee?

In Easyflor, you need to create two things for each person who will work in the system: first a user (the account someone uses to log in) and then an employee (the person who performs tasks in the system). These two belong together and must always be created together.

Why create a user and employee?

• Enable login: Without a user, someone cannot log in to Easyflor
• Perform tasks: The employee can make purchases and sales in the system
• Assign rights: You determine what someone can and cannot do
• Who does what: You can see later which person performed which action
• Overview: You always know who is working in the system
• Security: Everyone has their own login credentials

When do you create a user and employee?

Examples:

• A new staff member joins who needs to work in Easyflor
• An intern needs temporary access to the system
• An external employee needs to be able to log in
• Your company is growing and new people are joining the team
• Someone needs a new account because the old one no longer works

---

Important: The order!

Step 1: First you create a USER ↓ Step 2: Then you create an EMPLOYEE and link it to the user

You cannot do it the other way around! The user must exist first before you can create an employee.

---

Part 1: Creating a user

What is a user?

A user is the login account. This contains the username, password and email address that someone uses to log in to Easyflor.

Step 1: Go to users

1. Click on the "Admin" tile
2. Click on "Users"
3. Click on "+New"

Step 2: Fill in the basic information

1. Username:

• Choose a clear and unique username
• Use for example the first name or first and last name
• Examples:
  • "jan.jansen"
  • "marie"
  • "piet.bakker"

2. Email address:

• Enter the person's email address
• This is used for password resets and notifications
• Example: jan.jansen@flowercompany.com

3. Password:

• Choose a secure password
• Use a combination of letters, numbers and possibly special characters
• Example: Flower2024!

4. Repeat password:

• Type the password again
• This must be exactly the same!

5. Language:

• Select the language in which this person wants to use Easyflor
• Examples:
  • Dutch
  • English
  • German

6. Color scheme:

• Choose "Default" here
• This is the standard color setting of Easyflor

Step 3: Leave the rest empty!

Important: Leave all other fields empty for the best account performance.

Step 4: Save the user

• Click "Save"
• The user is now created!

---

Part 2: Creating an employee

What is an employee?

An employee is the person who performs tasks in Easyflor. The employee is linked to a user and can make purchases, sales and do other tasks.

Step 1: Go to employees

1. Click on "Organization"
2. Click on "Employees"
3. Click on "+New"

Step 2: Fill in the employee details

1. Employee name:

• Use exactly the same name as the username you just created
• This ensures everything belongs together properly
• Example: If the username is "jan.jansen", also enter "jan.jansen" here

2. Code:

• This is a shortened name or code for the employee
• Use for example the initials or a short version of the name
• Examples:
  • "JJ" (for Jan Jansen)
  • "MB" (for Marie Bakker)
  • "PIET" (for Piet)

3. Roles:

• Choose here which tasks the employee may perform
• Select "Buyer" and "Seller"
• This gives the employee the basic rights to work in the system

What do these roles mean?

• Buyer: The person may make purchases (order products)
• Seller: The person may make sales (sell to customers)

4. User:

• Select here the user you created in Part 1
• Important: This links the employee to the login account!
• In the example: select "jan.jansen"

5. Country:

• Choose the country where the employee is located
• Example: Netherlands

6. Currency:

• Choose the currency the employee works with
• Example: Euro (EUR)

7. Language:

• Choose the same language as for the user
• Example: Dutch

Step 3: Save the employee

• Click "Save"
• The employee is now created and linked to the user!

---

Complete example: Adding Jan Jansen

Situation:

You have a new staff member: Jan Jansen. He needs to be able to log in and make purchases and sales.

Step 1: Create user

1. Admin → Users → +New
2. Username: "jan.jansen"
3. Email address: "jan.jansen@flowercompany.com"
4. Password: "Flower2024!"
5. Repeat password: "Flower2024!"
6. Language: "Dutch"
7. Color scheme: "Default"
8. Leave rest empty
9. Save

Step 2: Create employee

1. Organization → Employees → +New
2. Employee name: "jan.jansen" (exactly the same name!)
3. Code: "JJ"
4. Roles: Check "Buyer" and "Seller"
5. User: Select "jan.jansen" from the list
6. Country: "Netherlands"
7. Currency: "EUR"
8. Language: "Dutch"
9. Save

Result:

USER CREATED:
Username: jan.jansen
Email: jan.jansen@flowercompany.com
    ↓
EMPLOYEE CREATED:
Name: jan.jansen
Code: JJ
Roles: Buyer and Seller
Linked to user: jan.jansen
    ↓
Jan Jansen can now log in and work in Easyflor!

---

Important tips

Tip 1: Use consistent names

• Use the same name for the user and the employee
• This prevents confusion
• You can immediately see that they belong together

Tip 2: Choose clear codes

• Use recognizable codes like initials
• Not too cryptic (not "X123")
• Clear is better (yes "JJ" for Jan Jansen)

Tip 3: Note the password safely

• Write the password down somewhere safe
• Or send it via a secure method to the new user
• Then delete it from your notes

Tip 4: Test the account

• Ask the new user to log in immediately
• Check if everything works
• This way you can solve problems right away

Tip 5: Leave other fields empty

• For the user: leave all extra fields empty
• This ensures the best performance
• Only fill in if you know exactly why

Tip 6: Choose the right roles

• Only give the roles that are needed
• Buyer and Seller are the basics
• You can always add more roles later

Tip 7: Same language everywhere

• Use the same language for user and employee
• This prevents confusion
• The system then works most smoothly

---

Common mistakes

Mistake 1: Creating employee without user

• You try to create an employee first
• Result: You cannot select a user for the employee
• Solution: Always create the user FIRST, THEN the employee

Mistake 2: Using different names

• User is called "jan.jansen", employee is called "Jan"
• Result: Confusion, you can't see they belong together
• Solution: Use exactly the same name for both

Mistake 3: Passwords don't match

• You type two different passwords
• Result: The system gives an error message
• Solution: Type both passwords exactly the same

Mistake 4: No roles selected

• You forget to check "Buyer" and "Seller"
• Result: The employee cannot do anything in the system
• Solution: Always check at least these two roles

Mistake 5: Wrong user linked

• You link the employee to the wrong user
• Result: The person cannot log in or sees wrong data
• Solution: Carefully check which user you select

Mistake 6: Extra fields filled in

• You fill in fields for the user that should remain empty
• Result: The account may not work optimally
• Solution: Leave all extra fields empty unless you know exactly what you're doing

Mistake 7: Forgot to note password

• You create a password but don't write it down
• Result: The new user cannot log in
• Solution: Note the password immediately and pass it on safely

---

What can the new user do now?

After creation, the person can:

• Log in to Easyflor with the username and password
• Make purchases (order products from suppliers)
• Make sales (sell products to customers)
• View and manage stock
• Create and send invoices
• Perform all other basic tasks in Easyflor

What can the person NOT do (unless you give extra rights)?

• Change system settings
• Create or delete other users
• Adjust administrative settings
• View sensitive financial data

---

Visual overview of the process

START: New staff member joins
    ↓
STEP 1: Create user
    ↓
Admin → Users → +New
Fill in: name, email, password, language, scheme
Leave rest empty → Save
    ↓
STEP 2: Create employee
    ↓
Organization → Employees → +New
Fill in: name (same!), code, roles, user, country, currency, language
Save
    ↓
STEP 3: Test
    ↓
New staff member logs in with username + password
    ↓
DONE! Staff member can work in Easyflor

---

Summary

To give a new person access to Easyflor, you create two things: first a user and then an employee who is linked to this user.

To create a user, go to Admin and then to Users where you click "+New". You fill in the following details:

• A username that the person uses to log in
• The person's email address for password resets and notifications
• A password and a repeat of it that must be exactly the same
• The language in which the person wants to use Easyflor
• The color scheme where you choose "Default"
• You leave all other fields empty for optimal performance, then you save the user

Immediately after that you create an employee by going to Organization and then to Employees where you click "+New". You fill in the following details:

• Exactly the same employee name as the username you just created
• A code which is a shortened version of the name, such as initials
• The roles where you check "Buyer" and "Seller" so the person can perform basic tasks
• The user you created in the first step, so the employee is linked to the login account
• The country, currency and language of the employee, choosing the same language as for the user

It's important that you always create the user first and only then the employee, because the employee must be linked to an existing user. By using the same name for both, it remains organized and you can immediately see they belong together. After saving, the new person can log in with the username and password and immediately start working in Easyflor with buyer and seller rights.