Add, Edit, or Remove Users

Modified on Thu, 25 Jan 2024 at 03:01 AM

Learn how to easily expand your team's access to Jack by following our step-by-step guide on adding, editing, or removing users in your company account. Easily managing user access in your company will enhance collaboration within your company.


Table of Contents


About User Roles

Before adding new users to Jack, it's essential to understand the different user roles available. Jack has five distinct roles in the platform: Business Owner, Admin, Team Manager, Bookkeeper, and Employee. Click here to learn the difference between them.


How to Manage Users in Jack

Before managing the users, you need to know that Jack wants to ensure the capabilities of managing users are for employees that are trusted by your company. Thus, users who can manage users are Business Owner and Admin only, but all roles are able to add or invite new users to Jack. 


Add a New User 

You can add a new user only in Jack Portal. Even though any user role has the capability to add a new user to Jack, the method is slightly different between Business Owner / Admin and Employee / Bookkeeper. Below are the steps to invite new users according to the user role:


Add a New User by Business Owner or Admin 

  1. Login to your Jack Portal, then click your profile icon on the left-bottom corner of the Jack Portal.

 

  1. Click Users & Teams.

  1. Inside the Users & Teams page, click Invite User.

  1. Input the user’s email address that you would like to invite. If this is a new user, there will be an informational text showing that the email address has not been registered with Jack yet.

  1. Next, you can assign the role to a new user by clicking the dropdown button. Different roles have different responsibilities, ensure you understand them thoroughly.

  1. You can add other users again by following the prior steps. If you have done, click the Invite button to finish adding new user(s).

  1. You can monitor the new invited user(s) list in the Users & Teams page inside Users tab. If the new user(s) have not accepted the invitation, the status shown is ‘Invited’ and will change to ‘Active’ once the onboarding process is completed.  Learn more about User Status here.


Add a New User by Employee or Bookkeeper


  1. Login to your Jack Portal, then click your profile icon on the left-bottom corner of the Jack Portal.

  1. Click Users & Teams.

  1. Inside the Users & Teams page, click Invite User.

  1. Input the invited user’s name, email address, job position, and purpose of invitation. If this is a new user, there will be an informational text indicating that the invited user’s email address has not been registered with Jack yet. 

  1. You can opt to add another user(s) by clicking the Invite More button and following the prior steps. If you have filled in all the user's details to be invited, review it once again and click the Submit Request button. Your invitation request will then be sent to the Business Owner and Admin, and the invitation will be sent to the user once it has been approved.

  1. You can view your ongoing invitation request by navigating to the Users & Teams page, then click on the My Invitation Request button.

  2. This page contains all your ongoing invitation requests. To view the details of each request, simply click on the request.

  3. You can also edit your ongoing request by clicking the Edit Details button.

  4. After you have finished editing the invitation request, click on the Save Changes button. Your change is updated real-time.

  1. You are also able to cancel your invitation request by clicking the Cancel Request button, in which your invitation request will not be processed further. Once cancelled, your invitation request will disappear in both your page and Approver’s invitation request page.  


Review New User Invitation Request in Jack Portal

As a Business Owner/Admin, you have the responsibility to ensure the secure onboarding flow. Thus, any requests from your Employee/Bookkeeper must be reviewed first before the invitation is sent to the new user(s). It’s quick and easy, from your portal or mobile. Below are the steps to review invitation requests from Jack Portal.

  1. Log in to your Jack Portal to view all pending invitation requests. You can find them on either of these pages:

  2. Task page: Navigate to the 'Invitation Request' section.

  3. Users & Teams page: Click the Invitation Request button at the top right of the screen.


Select and review the specific request you want; you can review one or multiple requests simultaneously.

  1. Review each request thoroughly. If you want to approve the request, click on the Approve & Invite button.

You can edit the new user details before giving the approval. Editable items include: Name, Email, Job Position.

  1. Choose the user role and team for the invited user, then click the Send Invitation button.

  2. Your invitation has been successfully sent to the new user's email. Simultaneously, we will automatically update the Requester on their request status via email. 

  3. On the other hand, if you want to reject the new user request, click on the Reject button.

  4. Fill in the reason for rejection for the requested user, then confirm your action by clicking the Reject button.

  5. Once you reject the new user request, we will automatically update the Requester on their request status via email. 

  1. For a more efficient approval mechanism, you can also approve/reject multiple new users' invitation requests in one go simply by clicking the checkmarks, then clicking the Send Invitation button.

  2. Afterwards, fill the user role and team for all selected new users. If it’s done, confirm your approval by clicking the Send Invitations button.

You are unable to edit each user’s details when performing multi-approval.


Review New User Invitation Request in Jack App


Business Owner or Admin can follow these steps to review invitation requests from Jack App.

  1. Login to the Jack App. In the Home menu, under the Task tab, click the See All button.

  2. Select the Invitation Request.

  1. Select and review the specific request you want; you can review one or multiple requests simultaneously.

  1. Review each request thoroughly. If you want to approve the request, click on the Approve & Invite button.

You can edit the request details before approving. Editable items include: Name, Email, Job Position.


  1. Choose the user role and team for the invited user, then click the Send Invitation button.

  2. Your invitation has been successfully sent to the new user's email. Simultaneously, we will automatically update the Requester on their request status via email. 

  1. On the other hand, if you want to reject the new user request, click on the Reject button.

  2. Fill in the reason for rejection for the requested user, then confirm your action by clicking the Reject button.

  1. Once you reject the new user request, we will automatically update the Requester on their request status via email. 

  1. For a more efficient approval mechanism, you can also approve/reject multiple invitation requests in one go simply by clicking the checkmarks, then fill the user role and team for all users. If it’s done, confirm your approval by clicking the Send Invitation button.

You are unable to edit each user’s details when performing multi-approval.


Things Must Do as an Invited User


After you have sent out invitations for the new user(s), they will get an email notifying them to create or register their personal profiles on Jack. The email will be received right after being invited. Once they have completed this, they can finally access Jack Portal using their own account and see their user information inside the Users & Teams page. 

Once the process is complete, you will be able to:

  • Distribute responsibilities to create transaction requests by the new users. This is possible to happen if the new users have been assigned as a Drafter first. 

  • Easily make a payment by creating and assigning Corporate Cards for new users.

  • Increase collaboration by assigning new users to be Approver for certain modules in your company.

  • Create teams and assign the new user as Team Manager to oversee and manage their respective team or department.


Edit a User


Only the Business Owner and Admins have the ability to edit user information in the Jack Portal. Please note that editing is not available in the Jack App. Follow these steps to make any necessary changes:

  1. Login to your Jack Portal, then click your profile icon on the left-bottom corner of the Jack Portal.

  1. Click Users & Teams.

  1. Inside the Users & Teams page, click the pencil icon on the selected user row to Edit.

  1. On the Edit User Details page, you can edit which user properties you want to edit and save the changes. Several important notes:

  • Business Owner can not change his/her own role unless getting help from our dedicated Account Manager. 

  • Admin can not change the Business Owner’s and other admin's information.    

To update email address or phone number in Jack, please contact your dedicated account manager for assistance. They will guide you through the process smoothly and ensure the security and accuracy of your information.

Business Owners and Admins can change their own full legal name on the General page inside the Settings menu too.

  1. The changes will be updated in real-time. Once the change is successfully done, the user will receive an email notification regarding the change made whether it's a role change or team change.

  1. For transparency, you can see all user’s status updates by clicking the user in the Users & Teams page, then go to the Status History section. It will then display the respective user’s edit history, deactivation history, or other activities done to the respective user.

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Remove a User


You can remove users only in Jack Portal and only authorized individuals such as the Business Owner and Admins who have the ability to remove users. However, it's important to note that users cannot remove themselves. To remove a user from Jack, follow these simple steps:

  1. Login to your Jack Portal, then click your profile icon on the left-bottom corner of the Jack Portal.

  1. Click Users & Teams.

  1. Inside the Users & Teams page, click the bin icon on the selected user row to Delete.

You can deactivate users first before committing to delete them by clicking the “?” icon. Then, you can activate them again once you feel necessary to have them in Jack.

  1. A confirmation page will appear to confirm your deletion request. By deleting a user, you can remove the deleted user permanently from your company’s Jack Portal. This action cannot be undone. If you confirm, then click Delete.


Do not delete or deactivate user(s) who still have pending tasks. Deleting or deactivating user(s) will leave pending tasks stuck in the approval process and might impact other people’s transactions.


  1. Once the user is deleted, the user will receive an email notification regarding their account deletion.

  1. For transparency, you can see all user’s status updates by clicking the user in the Users & Teams page, then go to the Status History section. It will then display the respective user’s edit history, deactivation history, or other activities done to the respective user. 


See Users Information


To access user information, simply navigate to the Settings menu, then click Users & Teams page, then see list of users in the Users tab. Here, you will find a comprehensive overview of user details, including their name, team, role, and their status

It's important to note that visibility is carefully managed to ensure data security. 

  • Business Owners and Admins have the privilege to view all users' information, including the user status updates, and have the ability to addedit, deactivate, or remove user(s) from it. 

  • Employees and Bookkeepers can only see their own user information, including the user status updates, but do not have the ability to edit, deactivate, or remove their own user account. However, for smoother coordination, they can add new user(s) with the secured approval mechanism. 




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