Roles Required: System Administrator, Managers, Finance in co-ordination to share and enter information.
See: Employees | WEB | User Roles Overview
Important: Assign Responsibilities according to User Role.
- Finance cannot access Account Admin but can set up Company details.
- System Administrator and Manager can access the Account Admin Subscriber Settings, Users, External Users.
- Managers can also access User Roles to work out permissions to suit Users and advise System Administrator.
Subscriber Set Up Process
- Knowledge Base: Check you see this! Located at the bottom of Main Menu but important to find for if you need assistance in setting up your SpyderFlow. Click to find information. Search and find information easily with screenshots and direction.
- Plan user roles and permissions –> Invite Users: Internal (Subscriber users). External (Contractors, Clients). Main menu > Account Admin.
- Plan record access permissions so that you can set up as required. See User Account Administration | Record-Level Security (RLS)
- Subscriber Settings –> Check over any system filled settings. Main menu > Account Admin > Subscriber Settings
- Region Tab: Main region for the Subscriber, Formatting, Display, Google Address Options, Map location
- Workflow Tab: Read over descriptions. This is where you can allow Manual Payments, Allow QR and Bar Code Editing, and Automatic Invoice Creation.
- Automate Invoice Creation for Work and Purchase Orders: If checked, when a work order status is changed to “Reviewed & Approved” or “Cancelled”, automatically create or cancel invoices as required to align to the current sell of the work or purchase order.
- QR and Bar codes –> Do they need to be created (Check the tick box): ‘Allow QR & Barcode Editing?’
- Manual or Automatic Payments – Click the checkbox if you will be using Manual option: ‘Allow Manual Payments?’
- Financial Tab: (this will over ride the financial details set in Company settings, so check that they match if enter in both areas)
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- Click Edit to enter: Tax Details > Tax Code and Tax Rate, Billing Details, Invoicing, Bank Details
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- Security Tab: RLS –> Enable Record Level Security checkbox
- Communications Tab: Set email addresses for system Notifications Reply to Emails and Default Send to Emails.
- Dashboard Refresh Periods modify if required. This is for your widgets to refresh.
- Finance integration –> Do you use Xero? Set up Xero Integration. Main Menu > System Interface > Integration Modules > +Create New.
- Company –> Your SpyderFlow will need at least ONE (1) Company to be created. Located: Main Menu > Settings > Companies
- Fill details including Tax Codes, Financial details fill in for your company. Check these match your Subscriber Financial settings
- Do you need to also upload a logo for your company invoices?
- Data Uploads –> How is your data being uploaded to SpyderFlow. Was this arranged as part of your subscription?
- Fields – Set any fields you need for drop boxes that are not system included. Main menu > Settings > Fields
- Properties and Assets –> Create prior to workflows. Main Menu > Properties. Main menu > Assets.