To create a user, go to “Account > Users”. Then click on “+ New”.

Enter the required details. The e-mail address for this company must be one which is not yet being used for SmartBusiness.

You will then receive an e-mail at this e-mail address. Use the link in the e-mail to set a password for the user.

This user must also set up the two-step authentication process.

You can create a new role under “Account > Roles > New”.

Give your role a suitable name. This can be the position title, for instance.

By clicking on the prohibition symbol, it will become a tick and the function will be activated for this role.

Next to the tick, a house will appear, which means that users in this role can now see everything. By clicking on the house, it will become a silhouette, so now the users will only see the entries they created themselves in this category. Example: tick, house for contacts: users see all contacts in SmartBusiness; tick, silhouette for invoices: users only see the invoices they created themselves.

A distinction is made between reading, adding, editing and managing.

We recommend that new roles should not be given the right to change the settings or user permissions. This means you can prevent settings being changed or employees adjusting their own roles without your permission.

If the e-mails are to be sent via the Google SMTP server (address: smtp.gmail.com), a specific password, known as an app password, must be created in your Google account.

You can do this on the following page:

https://myaccount.google.com/security

N.B.: To be able to define app passwords in your Google account, you must first activate two-factor authentication:

https://support.google.com/accounts/answer/185833

Click on «Select app» in the following dialogue and select «E-mail». Then click on «Select device» and select «Windows-Computer».

Finally, click on «Generieren».

After you click on «Generieren», the app password will be displayed once. This will then be entered in the SMTP server settings in SmartBusiness under «SMTP auth password».

Once you have entered the remaining information and clicked on «Save», the configuration is complete.