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

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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.

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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

3. Password:

• Choose a secure password
• Use a combination of letters, numbers and possibly special characters

4. Repeat password:

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

5. Language:

• Select the language in which this person wants to use Easyflor

6. Color scheme:

• Choose "Default" here

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! Now continue directly to Part 2 to create the employee.

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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 "Organisation"
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

2. Code:

• A shortened name or code for the employee (e.g. initials "JJ")

3. Roles:

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

4. User:

• Select the user you created in Part 1
• Important: This links the employee to the login account!

5. Country: Choose the country where the employee is located

6. Currency: Choose the currency the employee works with (e.g. EUR)

7. Language: Choose the same language as for the user

Step 3: Save the employee

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

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Part 3: Resetting a user's password

When do you do this?

When a staff member has forgotten their password or when you want to change the password for security reasons.

How do you reset a password?

1. Click on the "Admin" tile
2. Click on "Users"
3. Find and select the user whose password you want to change
4. Click on the option "Change password"
5. Enter a new password in the "Password" field
6. Enter the same password in the "Repeat password" field
7. Click "Save"

Tip: Pass the new password on to the staff member and ask them to change it themselves at first login.

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Part 4: Blocking or unblocking a user

When do you do this?

• A staff member is leaving (temporarily) and should no longer be able to log in
• You want to temporarily disable an account for security reasons
• A staff member returns and needs access again

How do you block or unblock a user?

1. Click on the "Admin" tile
2. Click on "Users"
3. Find and select the user you want to block or unblock
4. At the top of the screen you will see a button to turn the user on or off
   • Turn off: The user can no longer log in
   • Turn on: The user can log in again
5. Click "Save"

Note: Turning off does not delete the account. All data is preserved and you can turn the account back on later.

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Part 5: Common problems

Problem: Changing password "hangs" or is not saved

• Refresh the page (F5 or Ctrl+R) and try again
• Try a different browser (for example Chrome instead of Edge)
• Check that you entered the password exactly the same in both fields

Problem: Staff member cannot log in despite new account

• Check if an employee has also been created! This is the most common mistake. A user without a linked employee can log in, but cannot do anything in the system.
• Go to Organisation → Employees and check if an employee exists that is linked to the user (see Part 2)

Problem: Staff member can log in but sees no tiles or cannot do anything

• Check if the employee has the correct roles (Buyer/Seller)
• Check if the employee is linked to the correct user

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Part 6: Setting the default printer per user

When do you do this?

Each user in Easyflor can have their own default printer. This way one employee automatically prints to the warehouse printer, and another to the printer at the check-in station.

How do you set the default printer?

1. Click on the "Admin" tile
2. Click on "Users"
3. Select the user for whom you want to set the default printer
4. Go to "Default printers"
5. Select the desired printer(s) for this user
6. Click "Save"

Tip: If an employee reports that nothing is being printed, first check whether the default printer is correctly set for this user.

More information about installing and configuring printers: Printer configuration

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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. Organisation → 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

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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 username, email address, password (2x), language and color scheme ("Default") and leave all other fields empty.

Immediately after that you create an employee via Organisation → Employees → +New. Use exactly the same name as the username, add a code (e.g. initials), check the roles "Buyer" and "Seller", select the user you just created, and choose country, currency and language.

It's important that you always create the user first and only then the employee. Use the same name for both so it's clear they belong together.

To reset a password, go to Admin → Users → select the user → click "Change password" → enter the new password (2x) → Save.

To block or unblock a user, go to Admin → Users → select the user → use the button at the top of the screen to turn the user on or off → Save. Turning off does not delete the account; all data is preserved.

To set a default printer per user, go to Admin → Users → select the user → Default printers → select the printer → Save.