People & roles
Everyone who uses Mihwar has their own account. Head office invites each person, gives them a role — what they may do — and the places they work: one or more branches, the warehouse, deliveries, or the whole organization. This page is for the owner and the admins who look after people. A person’s own settings are in Your account.
Find your part
- Adding people — who looks after people, inviting someone and their first sign-in.
- What people may do — roles, where someone works and changing either.
- Keeping accounts safe — passwords, two-step and devices, when someone leaves, how many people your plan allows and the record of every change.
Who looks after people
People are looked after in Users, under Organization. Two roles can open it:
- The owner can do everything here, and everything in Organization.
- Admin manages people, roles and the audit log across every branch — but not the organization’s settings, branches, plan, branding, data export or keys.
Branch managers and supervisors don’t open Organization. They see who works at their own branches where an app needs it — for example when they build the schedule — and they set people’s clock-in PIN in Scheduling.
Inviting someone
Who
In Users, press Invite User. Type the person’s full name and choose how they sign in: with their e-mail (they get an invitation link) or a username (for someone without e-mail — you hand them their details). Pick the language they will see first: your organization’s, English or Arabic.Role and place
Tick a role — each one says in a line what it means — and, for each role, where it applies: a branch, the warehouse, the whole organization, or deliveries for a driver. A branch or warehouse role needs at least one site ticked.Check and send
The last step lists, app by app, everything the person will be able to do. Press Send invite (e-mail) or Create account (username).
- With e-mail — the person gets an e-mail with an invitation link that works once, for 7 days, and chooses their own password. If no e-mail could be sent, you see Share these credentials with a temporary password, once: copy it and give it to the person yourself.
- With a username — you see the username and a temporary password, once, with Send on WhatsApp: it opens WhatsApp on your phone with a message already written in the person’s language, and you send it. Mihwar itself sends nothing.
Their first sign-in
A person shows as Invited until they sign in. With a temporary password, the first thing they see is a page to choose their own; then they land on their home — the branch home for branch people — in the language you picked. From then on they are Active.
Roles
A role is a set of things a person may do in each app. Every organization starts with these, and you can adjust what each may do:
- Owner — runs the whole organization: every app, every branch, the plan, people and settings.
- Admin — people, roles and the audit log across every branch; no plan and no organization settings.
- Manager — runs a branch: signs off checklists, handles follow-ups, looks after work orders and equipment, and builds the schedule.
- Supervisor — leads the shift: the day’s checks, the schedule, and giving out work orders.
- Staff — the front-line team: checklists and inspections, labels, fault reports, and fixing work orders they take.
- Crew — checklists and inspections, labels and fault reports; works on a work order only when someone gives it to them.
What each role may do in an app is listed at the end of that app’s guide, under “Who may do what”. On Roles & Permissions:
- Create Role makes your own role; the copy icon on a role makes a custom copy of it; a role’s pencil changes what it may do (a built-in role keeps its name).
- From a template starts from a ready role — Branch Manager, Branch Staff, Warehouse Manager, Warehouse Picker, Delivery Driver, QA Lead, Inventory Manager or Read-Only Auditor.
- Permission cheat-sheet shows every role against everything it may do, in one table (owner only). Role audit lists every change to roles: who, when and what.
Where someone works
- Branch — one or more branches. The person sees only those branches’ checklists, schedule, follow-ups, orders and the rest.
- Warehouse — the warehouse’s requests, picking and deliveries. It is offered only once your organization has a site whose kind is Warehouse.
- Org-wide — head office: every branch.
- Driver — sees only the deliveries given to them.
Branches and the warehouse themselves are set up in Organization & branches.
Changing a role or a place
On the person’s row, press Edit roles & scope: tick the roles and places they should have now and save. It replaces everything they had, at once. To change a name or e-mail, use Edit name & email in the row’s menu; a new e-mail must be confirmed by the person.
Moving someone off a branch cancels their sent shifts still to come at the branches they no longer work at — not a shift they have already clocked in to. The person is told, and so are the people who build that branch’s schedule — how many shifts to fill.
Passwords, two-step and devices
From the menu on a person’s row:
- Reset password — makes a new temporary password, shown to you once. The person is signed out everywhere and chooses a new password at their next sign-in. You can’t reset your own here: use Your account.
- Resend invite — for someone still Invited who signs in with e-mail: a new temporary password replaces the old one.
- Reset 2FA — for someone who turned on two-step verification and lost their phone: it is switched off, they are signed out everywhere, and they sign in with their password and set it up again.
- Sessions & devices — where the person is signed in; Sign out all devices ends them all at once.
Ten wrong passwords or codes within 15 minutes pause an account for 15 minutes. A password reset, a resent invite or a two-step reset ends the pause straight away. To ask everyone to use two-step verification, the owner turns it on in Organization settings — after turning it on for their own account first.
When someone leaves
- Deactivate — the usual way. The person is signed out everywhere and can’t sign in; the account and everything they did stay on the record. Their shifts still to come are cancelled, their pending time-off requests are closed, an open clock-in is closed for a manager to check, and their clock-in PIN is cleared. Their place on your plan is freed.
- Activate — lets them sign in again. Cancelled shifts don’t come back.
- Remove user — deletes the account for good, after you type DELETE. It can’t be undone, and it is refused for someone who has worked shifts, clocked in or asked for time off — deactivate them instead.
You can’t deactivate or remove yourself, and the organization always keeps at least one active owner: to switch off the last one, make someone else owner first.
How many people your plan allows
Your plan counts everyone who isn’t deactivated, invited people included: 1 on Free, 5 on Starter (the 14-day trial), 25 on Pro, no limit on Enterprise. When the limit is reached, inviting is refused — deactivate people who have left, or change your plan in Billing.
The record of every change
Every invitation, role change, reset and switch-off is written to the Audit log with who did it and when; role changes are also in Role audit. On Users, filter by role, site or status and use Export CSV for a list of everyone.
Questions
The invitation never arrived.
Ask the person to look in spam. Otherwise use Resend invite or Reset password: you see a new temporary password and can hand it over yourself.
A new person shows Activate, not Deactivate.
Until their first sign-in a person is Invited, and the row offers Activate. If they won’t be joining, remove them.
I can’t give someone the warehouse.
The warehouse place is offered only for a site whose kind is Warehouse. Change the site’s kind in Locations (owner).
Why can’t I remove this person?
They have worked shifts, clocked in or asked for time off, and those records must stay. Use Deactivate: they can’t sign in, and they no longer count towards your plan.
I can’t open Organization.
Only the owner and the Admin role can. Ask your owner.