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Create & Invite Users

Complete guide to user management in Winvoice: email invitations, Auth0, Visma Connect, roles, multi-company access, and the Replace User tool.

Overview: User Management and Authentication​

As an invoice administrator in Winvoice, you can easily invite new colleagues, consultants, or auditors to the organization. User administration is flexible and supports both single-recipient invitations and batch imports via Excel.

Login and Authentication Methods​

Winvoice supports two primary authentication paths:

  • Winvoice Account (Auth0): The user signs in using their email address and a personal password chosen when accepting the invitation.
  • Visma Connect: If the user or organization already maintains a Visma account, they can sign in via Visma Connect (Single Sign-On). Ensure the invitation is sent to the identical email address registered with their Visma profile.

User administration is located under Users → Users in the main navigation menu.

1. Inviting New Users​

Navigate to Users → Users and click Add (or Invite).

Invite new user in Winvoice Invite new user in Winvoice

The invitation dialog provides two distinct methods:

Method A: Manual Invitation​

  1. Specify Email Addresses:
    • Enter the recipient's email address.
    • Click + to add multiple email addresses if inviting several individuals who share identical roles and organizational permissions.
  2. Assign Roles and Organizations:
    • Select a foundational role: Invoice Administrator, Approver, Finance, or Auditor.
    • Select the connected organizations (group companies) the user is permitted to access.
  3. Customize Permissions (Optional):
    • Winvoice automatically populates default permissions linked to the selected role.
    • To add specialized permissions (e.g. permission to manage suppliers) or remove specific privileges, move individual items between Unselected and Selected.
  4. Click Send Invitation. An email is dispatched immediately containing a secure, personalized activation link.

Method B: Batch Invitations via Excel Import​

When onboarding many users simultaneously (e.g. establishing a new legal entity or undertaking organizational restructuring):

Bulk user invite via Excel template Bulk user invite via Excel template

  1. Select the Import from Excel tab in the invite dialog.
  2. Download the official Excel template.
  3. Enter email addresses, assigned roles, and company identifiers.
  4. Upload the file. Winvoice validates each row and dispatches the invitations in batch.

2. Managing Existing Users​

The user directory under Users → Users displays all active users and pending invitations.

User list in Winvoice User list in Winvoice

Role-Based Access Control (RBAC)​

Winvoice separates permissions from individual user identities:

  • By utilizing roles, you can reliably grant consistent access across entire departments.
  • A user can maintain different roles across different companies under a single unified sign-on.
Role Removal Protection

To safeguard business continuity, Winvoice warns and blocks administrators from removing a role if the user remains actively tied to a system registry, an active approval workflow, or an open review queue. Responsibilities must be reassigned prior to role deactivation.

The "Replace User" Tool​

When an employee resigns or transitions to a different department, administrators do not need to manually comb through hundreds of approval workflows and pending invoices:

  1. Open the user profile or click the action tools menu.
  2. Select Replace User.
  3. Choose the designated successor.
  4. Winvoice automatically migrates all active invoices, approval queues, and routing definitions to the new assignee with full audit-trail integrity preserved.

Quick Register Navigation​

For streamlined administration, use list checkboxes to select multiple users for batch actions, and utilize the record stepper (< Previous | Next >) in the profile header to navigate sequentially across profiles without returning to the list view.

3. Security and Sessions​

  • Activation: The user clicks the link in their invitation email to establish their password (Auth0) or authenticates via Visma Connect.
  • Password Standards (Auth0): Passwords must contain a minimum of 12 characters, including uppercase, lowercase, numerical, and special characters.
  • Automatic Inactivity Timeout: To protect sensitive financial records, active sessions terminate automatically following prolonged inactivity.