User Management Guide

ExpressGST || User Management Guide

User Management refers to the process of administering user accounts within a system, application or organization. It includes creating, updating and maintaining user profiles, roles, permissions and access rights to ensure secure and efficient operation.

Key Components of User Management
  1. User Creation
    1. Adding new users to the system or application.
    2. Assigning unique identifiers, such as usernames and passwords.
  2. Role Assignment
    1. Assigning clients and defining roles for users based on their responsibilities.
  3. Access Control
    1. Enforcing the principle of least privilege, ensuring users have access only to what is required for their tasks.
  4. User Updates and Deactivation
    1. Updating user details, such as name, mobile number and other personal information.
    2. Deactivating accounts when users no longer require access.

Notes
User Management Role in ExpressGST
The User Management feature in ExpressGST allows OWNER to invite and manage users effectively.
Default Owner Role → When the software is purchased or subscribed to, the person providing the mobile number and email address is automatically assigned the OWNER role. Additional users can be added under the Owner account following the steps below:

Steps to Add a Sub-User in ExpressGST

Step 1: Open the Application
  1. Launch the application via ExpressGST Login.
Step 2: Navigate to the Profile Section
  1. Click the Profile button at the top-right corner of the interface.
      

Step 3: Access User Management
  1. Select User Management from the Profile menu.
      

Step 4: Click on "+ Invite User".
  1. In the User Management section, click the + Invite User button.
      

Step 5: Enter User Details
  1. Provide the sub-user's details - including Name, Mobile Number and Email Address.
      

Step 6: Save User Details
  1. Save the information. A confirmation message will appear indicating successful saving of user details.
      

Step 7: Check Invitation Email
  1. The sub-user will receive an email invitation with a "Sign Up Now" button.
      
      
Step 8: Complete the Sign-Up Process
  1. The sub-user should:
    1. Click "Sign Up Now" in the email.
    2. Verify their mobile number during the sign-up process.
      
      

Step 9: Sign-In to the Application
  1. Once verified, the sub-user will be automatically logged into the application.
      
Step 10: Verify in User Management
  1. The Owner account can verify the addition of the new user by viewing the User Management section. Both the Owner and the new user will now be displayed in the list.
      

Important Notes
  1. Unique Contact Information: Each Mobile Number and Email Address must be unique across all applications.
  2. If the Mobile Number or Email Address is already registered in any application, you will receive an error message indicating "Email ID / Mobile Number is already registered! Try again with another Email ID / number".
      
      

By following these steps, you can seamlessly add and manage sub-users in the ExpressGST application, allowing them to share access to the same database within the platform.



Owner Authorization Steps

This option allows you to assign "New Company Creation Assignment" access controls to Sub-Users. Two options are available for this assignment: "Respective User" and "All Users".
  1. Respective User: Selecting "Respective User" ensures that if a new client is created by a specific Sub-User, the created client will be visible only in the accounts of that Sub-User and the Owner.
  2. All Users: Selecting "All Users" ensures that if a new client is created by a specific Sub-User, the created client will be visible in the accounts of all users (Owner + All Sub-Users).

Steps to Configure Access Controls
To configure these settings, follow these steps:
  1. Click on the Settings Icon under the Action Tab.



  2. Choose either "Respective User" or "All Users" based on your requirements.

This setup ensures flexibility in controlling data visibility based on organizational requirements.



User Profile Updation

Updating the User Profile via the Owner Account
  1. To modify a user's profile, click on the Edit Button in the Owner account.



  2. On the displayed screen, the user's current details will be visible.



  3. You can update the following details: Name, Employee Number, Designation and Department
Alert
Note: Mobile Number and Email Address cannot be updated via the Owner account. To modify these, the user must log in to their account and make the changes.

Updating Mobile Number and Email Address via the User Account
To update the Mobile Number and Email Address, follow these steps:
  1. Log in to the respective user's account.
  2. Complete the update process via "Profile Settings".
For a detailed step-by-step guide, refer to the documentation here: Click Here!


USER Account - Activation and Deactivation Process

ExpressGST provides the functionality to activate and deactivate USER accounts. This ensures that access can be easily managed based on requirements. For instance, if a user no longer needs access, their account can be deactivated, and it can be reactivated later if needed.

Deactivating a USER Account
  1. Navigate to the "Status" tab.
  2. Click on the "Active" option corresponding to the specific USER account.



  3. The account will be deactivated, and a confirmation message will appear.



  4. The status of the account will now display as "Inactive".

Reactivating a USER Account
  1. Navigate to the "Status" tab.
  2. Click on the "Inactive" option for the desired USER account.
  3. An OTP will be sent to the registered mobile number associated with the account.
  4. Enter the OTP on the designated page.


  5. Once the OTP is successfully authenticated, the account will be reactivated.
  6. The status of the account will update to "Active", and the user can log in and use the account as before.
This functionality simplifies user account management and ensures flexibility in access control.


Manage and Assign New GSTIN(s) to the Sub-User

This feature allows the Owner to manage task accessibility for Sub-Users by controlling which clients are visible and assign specific GSTIN(s) to each Sub-User. This ensures that only authorized clients are accessible to a particular Sub-User.

Steps to Manage and Assign GSTIN(s):
  1. Click on the Manage button under the Action tab.



  2. The Manage and Assign New GSTIN(s) screen will appear, which contains three sections:
    1. Assigned GSTIN(s): Displays the list of GSTIN(s) currently assigned to the selected Sub-User.
    2. Unassigned GSTIN(s): Displays the list of GSTIN(s) that are not yet assigned to the selected Sub-User.
    3. All GSTIN(s) List: Displays a comprehensive list of all available GSTIN(s).
      

Assigning or Unassigning GSTIN(s):
  1. Navigate to the All GSTIN(s) List tab.
      
  1. Review the GSTIN(s) to assign or unassign:
    1. Unchecked GSTIN(s): These are not selected and will not be assigned to the Sub-User.
    2. Checked GSTIN(s): These are selected and will be assigned to the Sub-User.
  1. Review the client assignments:
    1. Unchecked Clients: These clients will not be visible to the Sub-User.
    2. Checked Clients: These clients are already assigned and visible to the Sub-User.
Finalizing the Changes:
  1. To grant access to specific GSTIN(s) or clients, place a checkmark next to the desired items.



  2. Click the Submit button to save the changes.
      

This process ensures secure and flexible management of client and GSTIN access for Sub-Users.


Client User Map

The Client User Mapping feature enables efficient management of GSTIN(s) assignments to specific user accounts. With this feature, you can:
  1. Easily identify how many users are assigned to a particular company.
  2. Assign or unassign GSTIN(s) to/from specific user accounts as needed.
This functionality streamlines access control and ensures that each user has the appropriate visibility and permissions for their role.


Steps to Use Client User Mapping

Step 1: Access User Management
  1. Click the Profile button at the top-right corner of the interface.
  2. Select User Management from the Profile menu.
Step 2: Open Client User Mapping
  1. In the User Management section, click the Client USER MAP button.
      

Step 3: Manage Assignments
  1. In the displayed list, each company name shows the assigned users.
      
  1. Assigned users are marked, indicating that the particular company is linked to 2-3 user accounts (or as applicable).
  2. Clicking on the number next to a company allows you to view user account details and manage assignments.
      

Step 4: Assign/Unassign GSTIN(s)
  1. Use this interface to easily assign or unassign GSTIN(s) to/from specific user accounts.

This feature provides a clear and intuitive way to manage user assignments and optimize access control.

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