Manage admins

Billing cycles and how to pay

Our billing cycle works as follows:

• Your monthly fees are due in advance for the month ahead and are due on, or around, the 10th of the month.
• We will invoice you approximately 7 days before payment is due.
  • We do not pro-rata admin user fees based on the days that the account is active; we charge a flat monthly fee per admin user in any given month that the account is active. See Why we charge per administrative user account per month
  • You will pay for all admin user accounts that have been active from the 1st of that month
  • Any new accounts that are made active during the rest of this month will be billed in the next month

Please click here to initiate your direct debit: https://pay.gocardless.com/AL0000W2H16H20

Why we charge per administrative user account per month

At Staffwise, our pricing model is based on charging per active administrative user account per month rather than per seat or slot. We do not pro-rata monthly fees based only on the days the accounts are active.

The rationale behind our per-user billing method stems from the personalized nature of each admin user's experience. Each user benefits from individualized settings, audit logs, and other features customized to their specific needs. Additionally, this billing model accounts for the underlying infrastructure, security measures, support services, and ongoing development efforts necessary to uphold the quality of our SaaS offering.

1. Customized User Settings: In a SaaS system, each user typically has their own set of preferences, configurations, and settings tailored to their role and requirements within the organization. These settings might include personalization options, notification preferences, access levels, and more. The development and maintenance of these customizable features require resources, including development time, server space, and ongoing support.

2. Individual Audit Logs: Audit logs play a crucial role in tracking user activities, ensuring compliance, and providing transparency within the system. Each user's actions are logged individually, allowing administrators to trace back any changes, transactions, or events associated with a particular user account. The storage, management, and retrieval of these audit logs contribute to the overall operational costs of the system.

3. Data Isolation and Security: In a multi-user SaaS environment, data isolation and security are paramount. Each user's data must be securely separated from others to prevent unauthorized access and ensure privacy and confidentiality. This requires robust security measures, such as encryption, access controls, and user authentication mechanisms, which add to the infrastructure and maintenance costs.

4. Scalability and Performance: As the number of users in your SaaS system grows, so do the demands on system resources, such as processing power, storage, and bandwidth. Ensuring optimal performance and scalability to accommodate increasing user loads requires ongoing investments in infrastructure, monitoring tools, and optimization efforts.

5. Support and Maintenance: Providing timely and effective support to individual users, addressing their queries, troubleshooting issues, and rolling out updates or patches are integral aspects of maintaining a SaaS system. The cost of providing customer support services, including personnel salaries, training, and infrastructure, adds to the overall cost per staff.

6. Continuous Development and Innovation: SaaS systems need to evolve continuously to meet changing user needs, market trends, and technological advancements. This involves ongoing development efforts to introduce new features, enhancements, and integrations, as well as keeping the system up-to-date with the latest security patches and compliance standards. The investment in research, development, and innovation is reflected in the cost per staff.

Creating and managing Admin accounts

To add your internal staff admin accounts:

• Go to Accounts > Administrations here in your system:
  
• Click on Add New
  
• You now have the following fields to add:
  • Create user account
    • Name Mandatory
    • Email Mandatory
    • Mobile Not mandatory
      • Add so you can receive notifications via SMS
    • Username Mandatory
      • This can be anything you want but we do recommend using your email address
    • Password Mandatory
      • We recommend using three random words with numbers on the end
    • Confirm password Mandatory
    • Change password at next login Not mandatory
      • Tick this if you are setting up the account for a colleague and they want to change their password
    • Receive notifications
      • Tick this if you want to receive desktop popup notifications when staff apply for shifts and reports are submitted
    • Email Signature
      • If you have added custom email signatures per person you can select it from here
      • Else you can leave as Use default
    • Member of the staffing team Not mandatory
      • This is to group all the staffing team into one tag Staffing team so you can utilize this tag group when adding permissions for Notifications and dashboard when setting up a job.
  • Permissions
    • Permissions
      • Please select the appropriate permissions for this account:
        
  • Temporary user account Not mandatory
    Use this if you are issuing this account to someone that is only using this account temporarily. This means that the account password will be reset every 24 hours and the new password will be emailed to a given email address for this account to be used again the next day if required.
    • Temp 24-hour account Not mandatory
      • Check if you want to enable this account as a temp 24-hour account
    • Change temp password at
      • Select from the dropdown the time at which you want the password to automatically reset
    • Email temp password to
      • Specify the email address you wish to have the new password for the temp account to be sent to
  • Press Submit once done
• Your new account will be added as inactive so make sure to click here to make it active
  

Sending user account crudentials with a new password

To send someone their user account details

• Go to Accounts > Administrations here in your system
  
• Click on the Send details button
  
• The following dialogue will appear
  
• Press OK

Two Factor Authentication for admin users

We use Google Authenticator for 2FA.

To turn on Two Factor Authentication

• Go to Settings:
  
• Go to System settings, and tick Require admin users to use Two-factor Authentication
  

Logging in for the first time with Two-Factor authentication (2FA)

You will be presented with this page when you first log in with Two-Factor authentication (2FA).

Here’s a step-by-step description of this process:

• Generate a QR Code or Secret Key: The page above will provide a QR code or a secret key. This code is unique to your account and is used to set up the authenticator app.

• Open Authenticator App: Open your authenticator app on your mobile device (such as Google Authenticator, Authy, or Microsoft Authenticator).

• Add Account: In the authenticator app, choose the option to add a new account. You will usually see options to scan a QR code or enter a setup key manually.

• Scan QR Code or Enter Key: Use your phone’s camera to scan the QR code displayed by the service, or manually enter the secret key provided.

• Verify Code: The authenticator app will generate a time-based one-time password (TOTP). Enter this code back into the website or service to verify the setup.

• Complete Setup: Once verified, the account is linked to the authenticator app. From now on, you will need to use the generated codes from the app to log into your account, providing an additional layer of security.

Resetting Two-Factor authentication (2FA) for an admin account

Occasionally you may need to reset Two-Factor authentication for an admin user for one of the following issues:

• If a user has deleted their authenticator app
• If a user has removed the system code from the authenticator app
• Or any other general issues with logging into your account with 2FA

Another admin user account with main admin permissions cant reset your 2FA to start the process over,

Click here to watch a video explainer on how to reset Two-Factor authentication.

Resetting Two-Factor authentication can be done as follows:

• Go to Accounts > Administrations
  
• Select Options > Reset 2FA
  
• Click OK to confirm