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 Missing Training Records

A "Create missing training records" button is available in the toolbar of the Users list. This feature provides a system-wide view of all users who are missing a training record for any of the mandatory competencies configured for semi-automated creation. It allows an administrator to identify compliance gaps and create the necessary records in bulk.

For more details, refer to the Semi-Automated Creation of Mandatory Training Records guide.

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.

Note: After creating a new user or editing an existing user (for example, by assigning them a new Occupation), the system will automatically check for any missing mandatory training records in Competencies that are tracked for automatic record creation in the Training Management Competencies configuration. If any are found, a prompt will appear, allowing you to trigger the automatic creation of the necessary Training Records for that individual.

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.
Notifications	‘Exclude from notifications’ can be checked so any users who currently have that status will not receive email notifications (i.e. they will be removed from the ‘To’ and ‘cc’ recipient lists). Notifications will resume when the status expires.
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.
   • Exclude from Notifications – tick if users should not receive email notifications for the duration of the status.
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. If the user previously had an email address and login credentials defined, these will have to be set again.
4. Click Restore User at the bottom of the user record.

CC

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. Note that hierarchy restrictions are enforced on records for which the hierarchy value is left blank (e.g. on forms that do not collect hierarchy data). To overcome such or other restrictions where unsuitable for specific forms, the form Access Control configurations allow for restriction override via the 'Hierarchy access ignore mode' setting. Apply and test restrictions carefully, especially if using more than one hierarchy level.

Default Hierarchy Access

As the name suggests, Hierarchy Restrictions apply restrictions, they do not grant access. By default, if no specific restriction is defined for a hierarchy type (e.g. Division), a user will be able to access records matching any value in that hierarchy type, provided access is not restricted due to user group permissions or a restriction on another hierarchy type (e.g. Company).

To ensure restrictions are transitive, you will have to configure hierarchy parent relationships (e.g. Company is the parent of Division). This ensures that, for example, a user restricted to 'Company A' can only access records with belonging to divisions under Company A. See the Hierarchies help page for more details on hierarchy parents.

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.