Users are individuals who are granted access to the PSA software. They can be employees, freelancers, or other collaborators who use the system for tasks such as project management, time tracking, or reviewing reports. Permissions determine which data and functions users can access within the software.
Licenses are the usage rights for the software that a company must purchase according to the number of active users. If all purchased licenses are in use, new users cannot be added until more licenses are purchased or old users who no longer need the system are locked. Locking a user frees up a license but retains their data for future reference.
- Active users are individuals who have access to the PSA software.
- Locked users do not have access to the PSA software, but their historical data remains visible in the system.
- The number of licenses must equal the number of active users.
- Our invoicing is based on the number of licenses, not the number of users.
Permissions: Admin
PSA plans: Growth, Business, Enterprise, Enterprise+
Add a New User
- You can add a new user to your PSA account from the Staff list or the settings.
- Contacts > Staff > Add User.
- Settings > User Management > Users > Add User.
- (Select Company, meaning the employer of the user, if you are using Enterprise+ multicompany plan.)
- Select the user type (user or freelancer). This information cannot be changed later.
This helps differentiate between internal users and freelancers in reports. - Enter the user's contact details and title.
Required information includes first name, last name, and email. The email serves as the user's login credential. - Add a Supervisor, Professional Title, Permission Group, and Team for the user, if these have been pre-defined in the group settings.
These details are used for pricing and reporting. - Add employment details:
- Add the employment start date from which the time balance tracking will begin.
- Select an employment template, if work hour expectations are defined in the settings.
- Select the overtime balance start date, if overtime is tracked.
- Check the option Disable balance for user if the user should not accrue hour balances.
- Define, if needed, the User Billing Price and User Internal Cost.
These details are used for invoicing client hours and tracking the user's internal cost/profitability. - Click Save. The added user will automatically receive login instructions via email.
Note! After saving, additional integration-specific fields (e.g., user's bank account or ID in another program) may appear for you to fill in.
Update User Information
You can edit a user's information by opening the user card from the Contacts > Staff list or under Settings > User Management > Users.
Note: A user can update their own contact details in the My Profile view.
User Details
On the left side of the user card, you will see the user's basic information, which you can edit by clicking the Edit button. The fields that can be filled out are described earlier in this guide under "Add a New User" section. Additionally, the system will display the following log details:
- User ID: The ID used in your financial management software.
- Created: The date the user was added to Heeros PSA.
- Activated: The date the user was activated in Heeros PSA, if the user has been locked at some point.
- Closed The date the user was locked in Heeros PSA.
- Modified by: The last person to modify the user's information.
Password
You can change a user's password either by resetting it via email or manually setting a new password. Both options are available from the user card.
NOTE! If the user has enabled two-factor authentication, these options will not be available. The user will need to change their password via the login page.
Reset Password via Email
Select Actions > Reset Password on the user card. The user will receive an automatic email with instructions to reset their password.
Set a New Password Manually
You do not need the user's old password for this, simply enter the new password in the two fields.
Employment Type & Working Hours
Read more here
Manage Hour Balance
Read more here
User's Internal Hourly Cost and Cost History
A user's internal cost rate represents the hourly cost incurred by the company for that employee’s work hours. Each time an employee logs hours, an internal cost is created: hour entry (h) × internal cost rate (€). The internal cost rate is used to calculate project margin and project profitability.
Note: Internal cost rates are visible in project views and in certain reports. Therefore, sensitive data such as an individual’s exact hourly wage is usually not entered as the internal cost rate. Instead, internal cost rates can be defined for example as average rates per position level. For example, you can calculate group-level averages (e.g., for junior, senior, and manager roles) by dividing the group's total salaries + fixed cost share by the number of people in that group, and use this average rate for all employees in the same role.
How to add an internal cost rate:
- Click the + button in the Cost history section.
- Set the starting date for the rate. The previous rate will be valid up to this date.
- Enter the internal cost rate in your company's base currency.
- Click the green Save button.
If you later change the rate by overwriting existing data, the new rate will apply retroactively to all hour entries based on the defined start date.
Internal cost rates are visible in the following areas of the software (Note: This information is subject to change in future version updates.)
- Project > Actual costs, Project statistics (shown as a summary), Revenue recognition (detailed view opens by clicking the summary figure)
- Account > Finances > Financial overview (summary)
- Dashboard > Profit & Loss (summary by project, opens on click), Invoicing> "Hours invoicing by user"
- (Old) reports > Hour reports, Invoicing reports, Profitability reports
- New reports > Hour reports, Account reports (summary), Project reports (summary), User reports (new reporting module coming in 2025)
User-Specific Memos
You can add memos to the user card. The functionality is the same as memos for project and account cards. Read more here.
User-Specific Attachments
You can add attachments to the user card. The functionality is the same as for project and account card attachments. Read more here.
User's activities
You can view and add activities on the user card. The functionality is the same as in contact person card, read more here.
Lock or delete a user
You can lock a user or, in some cases, delete their information entirely (read more below). We always recommend locking users instead of deleting them, so no user information is removed from the system. Note: Our invoicing is based on the number of licenses, not users.
Users can be locked if their employment ends or if a rarely used license needs to be freed up for creating a new user. A locked user's name will have text: (locked) next to it in various views within the system. The user is no longer active in the program and does not occupy a license. However, their historical data remains, and you can search for the user in the Locked Users list.
- Go to Settings > User Management > Users.
- Select Lock from the three-dot menu (...) on the user's row.
- Confirm the locking by selecting Lock.
If deleting a user is still an option, it will be visible in the same menu as the lock option. For example, a mistakenly created user can be immediately deleted if no records have been created for them yet. Deleting a user is not possible if they have, for instance, unbilled time entries.