Users

Users are the people who log into VOW within your organisation. Each user has their own account with a unique username, and their access is controlled by the roles assigned to them.

The Users panel lists every account in your practice. Terminated users appear at the bottom of the list, greyed out. Accounts that have been locked due to failed login attempts are highlighted in the list.

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Users cannot be deleted, but they can be deactivated. Marking a user as a "Terminated user" prevents them from logging in, removes them from your active user count, and stops any associated fees, but they will still appear in historical records.

Creating users

Click New user to open the user editor.

When creating a new user:

1. Choose the roles to assign to the new user. See Roles for details.
2. Enter a username and a first and/or last name, these are mandatory. The username must be a valid email address and cannot be changed after the account is created.
3. Fill in the remaining fields and click Save user when done.

The emails, activity log, and event log tabs are disabled when creating a new user.

Once saved, the system sends the new user a welcome email with a link to set their password. See First login for what to expect. On the first login they will also be prompted to scan a QR code to set up two-factor authentication.

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Before the account is created, a confirmation dialogue displays the username you entered. Double-check the spelling because it cannot be changed after creation.

Invalidate passwords

The Actions menu is visible to system administrators only and sits next to the New user button. It contains the bulk password invalidation tool.

Invalidate passwordsAction

Forces a password reset for one or more active users.

Clicking Invalidate passwords opens a dialog listing all active users. For each user, you can independently control three options:

Column	Description
Invalidate password	Marks the user's password as invalid. They cannot log in again until they reset it.
Force logout	Immediately ends the user's current session.
Send email	Sends the user a password reset link by email.

An All users row at the top of the table lets you toggle all three options across every user at once.

Click Invalidate passwords to proceed. A confirmation dialog summarises how many users will be affected and warns you if your own account is included in the selection.

Editing a user

Click the button at the far right to edit the user.

The user editor opens as a dialog with five tabs: Details, Security, Emails, Activity log, and Event log.

Details

The Details tab holds the user's personal and professional information.

Field	Description
Username	The user's login email address. Displayed as read-only for existing users, as it cannot be changed after creation.
First name	The user's given name.
Last name	The user's family name.
Email address	The contact email address for this user. Appears on reports and receives system notification emails.
Phone number	The user's primary phone number.
Secondary phone number	The user's secondary phone number.

InitialsInput

Displayed on the user's fallback profile image in the valuation list.

Enter the user's initials manually, or click the sync icon inside the field to set them automatically from the first and last name.

BranchesInput

The branches this user can be associated with.

Select one or more branches. When a user is assigned as the valuer on a job, the job's branch is set to the first branch in this list.

Profile colourAction

The background colour used on the user's fallback profile image.

Click the Profile colour button to open the colour picker. When the user has no profile image, the system displays their initials on a background of this colour in the valuation list.

Valuer details

The valuer details section is only shown when the user has at least one role that includes the valuer permission.

Field	Description
API registration number	The user's API registration number. Used in valuation reports.
Valuer qualifications	The user's professional qualifications. Enter each qualification on a new line. Used in valuation reports.

Signature imageAction

The user's signature image for use in valuation reports.

Click Upload to attach a signature image. Once an image is uploaded, hover over it to reveal Change and Remove buttons.

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The user must be saved before a signature image can be uploaded.

The hourly rate field is only shown when the user has at least one role that includes the billable hours permission. Users without that permission see a message indicating they are not set up to charge for time. Time keeping must also be available on your subscription and enabled in system settings for time tracking to be used in VOW.

Hourly rateInput

The rate charged to clients for this user's time spent on jobs.

Enter the hourly rate you charge clients for time spent on jobs. This rate is applied by default to all time entries but can be overridden on an individual entry. See Time Keeping for details.

Security

The Security tab manages the user's roles, password, two-factor authentication, and API key.

Roles

Select the roles to assign to this user. Each role grants a set of permissions. See Roles for details.

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At least one system administrator must exist in the system at all times. The last remaining administrator cannot have their admin role removed.

Account locked

If a user exceeds the maximum number of failed login attempts in a short period, their account is locked and they cannot log in. The Security tab displays an alert when this is the case.

UnlockAction

Removes the account lock and restores the user's ability to log in.

Visible to system administrators only. Click Unlock to clear the lock. The user can log in again immediately.

Password

Field	Description
Strength	A visual indicator of the strength of the user's current password.
Last changed	How long ago the user last updated their password.

Invalidate passwordAction

Forces this user to reset their password before they can log in again.

Visible to system administrators only. Clicking Invalidate password opens a confirmation dialog with two options:

• Send a password reset link: sends the user an email with a link to reset their password.
• Force the user to be logged out immediately: ends their current session immediately.

Click Invalidate to confirm.

Displays whether two-factor authentication is currently active for this user. When it is active, a Reset 2FA button is shown to system administrators. Clicking it clears the user's existing enrolment. They will be prompted to scan a new QR code the next time they log in.

API key

The user's API key is used by the VOW Helper desktop application to authenticate its requests. See VOW API key for more information.

API keyAction

Generate, copy, or roll this user's VOW Helper API key.

When no key exists, a Generate API key button is shown. Click it to create a key.

Once a key exists, the first and last four characters are displayed with the middle portion masked. Two buttons appear alongside it:

• Copy: Copies the full key to the clipboard.
• Roll: Generates a new key and invalidates the current one immediately. A confirmation dialog is shown before the new key is issued.

The Roll button is available to system administrators and to the user themselves when editing their own account.

Emails

The Emails tab is only available when email integration is enabled on your account. Users without permission to send emails will see an informational message on this tab rather than the fields below.

Field	Description
Sender name	The name that appears in the From field of emails sent by this user.
Reply-to address	The address that email recipients will reply to.

Email signatureAction

The signature appended to emails sent by this user.

Click +Add signature to open the signature editor. Once a signature exists, the button changes to Edit signature. The editor supports rich text formatting.

Activity log

A record of actions this user has performed across the system, such as creating jobs, updating records, sending emails, and logging in and out. The log can be filtered using the panel on the right:

Filter	Description
Search	Free text search across log entries.
Event type	Filter by the type of action, such as login, password change, email sent, or file upload.
Item type	Filter by the type of record the action was performed on, including Valuations, Quotes, Requests, Time tracking, or Users.
Date	Filter by a preset time period or a custom date range using the After and Before fields.

Event log

A record of changes made to this user account, such as role updates, password resets, and profile edits. The log can be filtered using the panel on the right:

Filter	Description
Search	Free text search across log entries.
Event type	Filter by the type of change, such as password reset, signature update, or API key generation.
Date	Filter by a preset time period or a custom date range using the After and Before fields.