--- title: Giving an Employee or Contact Access to Otuvy QM description: "Learn how to activate user access in Otuvy QM for employees and contacts: set usernames, pick a license, and assign module permissions." --- [Skip to content](https://help.otuvy.com/kb/giving-an-employee-or-contact-access-to-otuvy-qm#main-content) [More support](https://help.otuvy.com/kb/kb-tickets/new?hsLang=en) ![Otuvy logo with green checkmark](https://help.otuvy.com/hs-fs/hubfs/Otuvy%20Black%20with%20a%20transparan%20green%20tick.png?width=289&height=100&name=Otuvy%20Black%20with%20a%20transparan%20green%20tick.png) Open main navigation Close main navigation - [More support](https://help.otuvy.com/kb/kb-tickets/new) - [Contact us](mailto:vip@otuvy.com) [Contact us](mailto:vip@otuvy.com) How can we help you? - There are no suggestions because the search field is empty. 1. [Otuvy Knowledge Base](https://help.otuvy.com/kb?hsLang=en) 2. [Otuvy QM - Setup & Administration](https://help.otuvy.com/kb/otuvy-qm-setup-administration?hsLang=en) # Giving an Employee or Contact Access to Otuvy QM # Giving an Employee or Contact Access to Otuvy QM ## Video Transcript Employees and contacts can be given access to CleanTelligent by activating their **User Information**. First, they’ll need an **active record**. See our article about how to create an Employee record or a Contact record before watching this video. The steps to activate user access is the same for employees and contacts, but there are differences in their permissions. For this video, we’ll show you permissions for an employee. Contact permissions are explained in the accompanying article. Let’s start by opening our employee record. Click the **HR tab**. Employee records that are in this list have active records. This **black silhouette** represents records that also have **Active User Access.** Employees that have had their User Information inactivated will still be in this list until you inactivate their record. You can find them by changing the status in the search factors. Click on the name of the employee to open their record. Double check that the person has an email address in their **Main Information** before proceeding. If there isn’t an email address, click **Edit** next to the **Main Information** box to add that. Below the Main Information box, you will find the **User Information** box, which should be blank for a newly created user. When you are ready, click **New** above the **User Information** box. The system will automatically set the username for new users as the email address. If you’d like to change it, you can. When you click save, the system will send an email to your employee with their new username and a random password. However, before you click save, you need to give the user permission to access the different parts of the software. The **Module Permissions** are below. Click **Expand All** to see everything. Admin users who are placed in the highest division of the SP Org Chart, like Ann, will have all permissions, which means you won’t need to manually select permissions. Other employees can be assigned M**odule Permission Templates**, or you can manually allow permissions one by one by expanding each section. For more information about the different permissions, read the article about Module Permissions. As a final note, billing information will show up at the top of the page to show you the cost of your new user. Different permissions have different costs, but only affect HR users. Contact users are free. To finish activating the **User Information**, click **Save**. Remind your employee that they will have an email and have them login from a computer the first time so they can sign the **End User Agreement**. --- ## Activating Employees After creating a record for your employees or contacts, they can be given access to Otuvy QM by creating and activating their **user information**. ### Activating a New Employee's User Info Start on the Employee’s record by clicking the HR tab, then clicking the name of the employee from the list. For newly created records, the **user information** box will be empty. ![Screenshot: Activating a New Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_0-1.png) Click **New** to create the user's information and assign module permissions to your employee. > ![Screenshot: Activating a New Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_1-1.png) > > Your Employee *must* have an email address to activate their user information. In the User Information box, the **Username** field is pre-filled with the employee’s email address. You can change this to anything, but remember that the Username is also case-sensitive, just like the password. ![Screenshot: Activating a New Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_2-1.png) The **User License** determines what set of permissions can be assigned to a user. You must select one from the dropdown shown below. If you don't see this dropdown, it means you are in a contract that doesn't separate licenses into license types. You won't need to select the license type. ![Screenshot: Activating a New Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_3-1.png) Let's go over what each license has available to it. 1. **Admin**: Admin licenses can have access to all functionality within Otuvy QM and are only limited by the module permissions assigned and their position in the SP Organization Chart 2. **Inspections**: Inspection licenses can only have access to reporting, dashboards, as well as the client, location, contact, and employee information needed to perform inspections 3. **Work Orders**: Work Orders licenses can only have access to reporting, dashboards, as well as the client, location, contact, and employee information needed to perform work orders. 4. **Limited Access**: Limited Access licenses are a free license which only has access to reporting and dashboards. This is great for an Accounts Payable employee who needs to know who is being paid for within Otuvy QM. 5. **Multi-Access**: Multi-Access licenses can have all permissions *except* those found on the Admin tab and *do not* have the ability to create or inactivate Clients, Locations, Contacts, or Employees **Permission templates** can save you a lot of time when it comes to activating a new user. Learn more about **Module Permission Templates** by reading the [Create a Module Permission Template article. If you’d prefer to assign permissions **manually**, expand the sections below one by one by clicking the **plus sign** next to the section name, or click the **Expand All** button above the list.](https://help.otuvy.com/kb/create-a-module-permission-template?hsLang=en) ![Screenshot: Activating a New Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_4-1.png) Above the list of **Module Permissions**, there are options: **All Deny**, **All View Only**, **All View & Edit**, and **All Permissions**. Selecting any of these options will automatically update all permissions below to match the selection. Note that setting **All Permissions** will still limit permissions to those available to the license type assigned above. ![Screenshot: Activating a New Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_5-1.png) At the top of each section, there is a selector icon. If you select this on one of the sections, the corresponding tab will be the default view upon login for that user. If none of them are selected, the initial login tab will be the first available tab. Contact our Support team for more information about the individual permissions. ![Screenshot: Activating a New Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_6-1.png) > ![Screenshot: Activating a New Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_7-1.png) > > For an in-depth discussion about what each module permission allows, contact Product Support at [support@otuvy.com](mailto:support@otuvy.com) When you’ve finished assigning permissions to a user, click **Save**. The system will automatically send the user an email with their **username** and a **temporary password**. Have them double-check for the email in their junk/spam folder if it isn’t in their inbox. The best practice is to have the employee log in on a computer before logging in on a mobile device, that way they can sign the **End User Agreement**. After logging in, employees can change their password at any time by following the steps in the [How To Reset Your Password article in the **Knowledge Base**.](https://help.otuvy.com/kb/how-to-reset-your-password?hsLang=en) ### Reactivating an Employee's User Info Employees whose user information has been inactivated can be activated again by clicking **Edit** above the **User Information box**. ![Screenshot: Reactivating an Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_8-1.png) Changing the status from **Inactive** to **Active** will restore any **permissions** that the user had when they were active before. Double-check the permissions by clicking the **Expand All** button to see the currently assigned permissions and make any necessary changes before clicking **Save**. > ![Screenshot: Reactivating an Employee's User Info](https://help.otuvy.com/hubfs/Knowledge%20Base%20Import/img_357011000010137237_9-1.png) > > Reactivating a user does not change their username or password from what they had before. It’s good practice to send a username reminder email and password reset link email when reactivating someone who has been inactive for more than a few months. ## Activating Contacts ### Activating a New Contact's User Info Activating a **Contact User** is very similar to activating an **Employee**. Start by clicking the **Contacts tab**, then click the name of the contact to open their record. For newly created contacts, the **User Information box** will be empty. Remember, in order to activate user access, the contact *must have an email address* already entered in their record. If they have their email address in and ready, click **New** next to **User Information**. The email address is automatically entered as the username. You may change it if desired. As with employees, a **module permission template** can be used to simplify the process of activation. Choose from the **Permission templates** that you’ve created or one from Otuvy QM, or **manually** choose the permissions. Contact permissions are simpler than HR permissions. One major change is that Work Orders are called **Messages** from a Contact’s perspective. Another difference is that in order for them to change their own information like contact details or password, you must give them the **My Info permission**. For more details on the Module Permissions for a Contact, contact our Support team. > Contact users are free for your company. You can activate as many as you need without worrying about your monthly access fees rising! After assigning permissions, click **Save**. An email will automatically be sent to the contact with their **username** and a **temporary password**. The best practice would be to reach out to them to remind them to look for the email after you’ve activated them. ### Reactivating a Contact's User Info Whether a contact was inactivated because they had a **position change** that changed their status, or because they were **removed** for not using the software, you can reactivate their user information just the same as employees. Starting on the Contact Record, click the **Edit** button above the **User Information box**. Change the status to **Active** by using the drop-down menu. Before clicking **Save**, double-check the Contact’s **Module Permissions** in case they will be changing from what they were before inactivation. - [Otuvy QM - Getting Started](https://help.otuvy.com/kb/otuvy-qm-getting-started?hsLang=en) - [Otuvy QM - Setup & Administration](https://help.otuvy.com/kb/otuvy-qm-setup-administration?hsLang=en) - [Otuvy QM - Contact Access](https://help.otuvy.com/kb/otuvy-qm-contact-access?hsLang=en) - [Otuvy QM - Inspections](https://help.otuvy.com/kb/otuvy-qm-inspections?hsLang=en) - [Otuvy QM - Work Orders](https://help.otuvy.com/kb/otuvy-qm-work-orders?hsLang=en) - [Otuvy QM - Mobile App](https://help.otuvy.com/kb/otuvy-qm-mobile-app?hsLang=en) - [Otuvy QM - Reports & Dashboards](https://help.otuvy.com/kb/otuvy-qm-reports-dashboards?hsLang=en) - [Otuvy QM - Advanced Features](https://help.otuvy.com/kb/otuvy-qm-advanced-features?hsLang=en) - [Otuvy Frontline](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#main-content) - [Getting Started](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#getting-started) - [Mobile App](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#mobile-app) - [Admin Portal](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#admin-portal) - [Uncategorized](https://help.otuvy.com/kb/uncategorized?hsLang=en) [![Otuvy logo with green checkmark](https://help.otuvy.com/hs-fs/hubfs/Otuvy%20Black%20with%20a%20transparan%20green%20tick.png?width=289&height=100&name=Otuvy%20Black%20with%20a%20transparan%20green%20tick.png "Otuvy logo with green checkmark")](https://www.otuvy.com/) [mailto:email@email.com](mailto:email@email.com) Copyright © 2026, Otuvy, Inc.