Users

The Users administration area stores every employee record in the company database—whether or not the individual needs to log in to myosh. Depending on your system configuration, user accounts may be created automatically (e.g. from HR feeds or onboarding workflows). This page describes how to manage user records manually and introduces the User Statuses feature released in build 2025-07.

Create a New User

1. Select New User.
2. Complete First Name, Last Name and Email.
3. The Username field populates automatically with the email address.
4. Enter Employee ID.
5. Enter the Phone number if required.
6. Select the Occupation from the drop-down list (add a Secondary Occupation if applicable).
7. Choose en-AU as the Locale.
8. Select the user’s Manager if applicable.
9. Tick Login Required if the person needs system access.
   • When ticked, set an initial password and assign the relevant Groups.
10. Upload a User Picture if desired.
11. Select Hierarchy values to place the person in the organisational structure.
12. (Optional) Add one or more User Statuses (see “Assign a Status to a User” below).
13. Select Create to save.

User Statuses

What is a User Status?

A User Status is a time-bounded label—such as Maternity Leave, Not Started, Special Leave, On Holiday—that can be attached to any user record.
Key points:

Capability	Details
Multiple statuses per user	A user can hold several statuses simultaneously.
Date-driven activation	Each status has From and To dates. Between those dates the status is active; before or after, it is inactive but remains on the record for audit history.
Visibility	Active statuses appear in bold in the user record and in the Active Statuses column of the Users grid.
Hide in Training Matrix	A status flagged Hide in Training Matrix temporarily removes the user from the Training Matrix while the status is active.
Permissions	Managing status types and assignments requires the Modify User Status admin right.

Define Status Types (one-off)

1. Go to Administration → Users → From "Users" dropdown, select "User Statuses".
2. Click Add Status.
3. Fill in:
   • Name – e.g. Maternity Leave.
   • Description (optional) – appears as a tooltip.
   • Hide in Training Matrix – tick if users with this status active should be excluded from the matrix.
4. Click Save.
5. Repeat for additional status types.
   You can edit, archive or translate statuses later. The list should remain concise and business-specific.

Assign a Status to a User

1. Open the User record.
2. Scroll to the User Statuses section.
3. Click Add.
4. Select the required Status Type.
5. Set From and To dates.
6. Click Save.
   • The status row shows in bold when active.
   • The Users grid column Active Statuses updates immediately.
   • If Hide in Training Matrix is enabled, the user disappears from the matrix until the status expires.*

Tip – You rarely need to delete a status. Simply let the To date pass or edit the date range.

Reset Password

1. Double-click the user to open the record.
2. Enter a new value in Password and Retype Password.
3. Select Save.

Archive a User

1. Locate the user in the list.
2. Select the user (single click).
3. In the toolbar choose Archive User.
4. Confirm Yes.

Restore a User

1. Change the Archived column filter from False to True to display archived users.
2. Select the user.
3. In the toolbar choose Restore User.
4. Confirm Yes.
5. If the user needs to log in, tick Login Required, set a password and assign groups.

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Hierarchy Restrictions

General Principles

Each user can be limited to records for particular hierarchy values (e.g. a single site or department). Restrictions apply across all modules unless specifically overridden. Apply and test restrictions carefully, especially if using more than one hierarchy level.

Applying a Single Hierarchy Restriction

1. Open the user record.
2. In Hierarchy Access click Edit.
3. Choose the hierarchy level (e.g. Department).
4. Select the value (e.g. OH&S).
5. Click the single ► arrow to move it to the selected list.
6. Click OK.

Applying Multiple Hierarchy Restrictions

1. Open the user record.
2. In Hierarchy Access click Edit.
3. Add the first restriction (steps above).
4. Repeat for additional levels (e.g. Site → Head Office, then Department → Maintenance).
5. Click OK.

When multiple restrictions exist, a record is visible only if all selected hierarchy conditions are met.