User Setup

How to set up new Flexe users, including guidance on available user roles and signing in to the Flexe web platform. 

IN THIS TOPIC

• Before you start
• Creating a New User
  • Adding Existing Users to a Warehouse
  • Creating Mobile Users
• About User Roles
• Signing In

You can use the User Management page in Flexe to create, view and manage users who have access to the Flexe web platform and Flexe mobile devices. 

Before you start

To create a new user, you'll need to be assigned the Admin or User Management user role in Flexe. To learn more, go to About User Roles. 

Creating a New User 

To create a new user in Flexe: 

1. Open the dropdown menu next to your username, and select User Management. 

Hover over your username (at the top of the left menu) to open the Settings dropdown. Then, select User Management. 

2. Select the Add New User option at the top of the page. 

3. Enter the user's information, then select Add User.  

Use the text boxes to enter a First name, Last name and Email address for the new user. Then, select Add User.

Note: Make sure to enter a valid, business email address. This is what the system will use to verify the new user’s account; this is also the email address the user will enter whenever signing in to Flexe. 

4. Select the warehouse.

Use the dropdown to select the warehouse you want to add the user to. 

5. Select one or more roles for the user, then select Submit. 

Use the checkboxes to select roles for the user. For a detailed overview of each role, including system the functions and features each can access, go to About User Roles. 

Note: Roles you select during this step will only apply to the warehouse assigned to the user. To learn how to add existing users to a warehouse, go to Adding Existing Users to a Warehouse. 

Once you've selected all roles the user needs, select Submit. 

The user will then receive an automated "welcome" email message, with a link to sign in to Flexe to verify the new account. To learn more, go to Signing In.

If you have any issues setting up a new user account, contact us at [e-mail] for additional help.

Adding Existing Users to a Warehouse

If you have multiple warehouses, each one is listed separately in the Warehouse Users section on the User Management page. 

Once a user has been created, you can add that user to as many warehouses as needed. For example, if you have certain users (e.g. billing or corporate staff) who actively work across all of your warehouses and need access to all system data. 

To add existing users to a warehouse in Flexe:

1. Open the dropdown menu next to your username, and select User Management. 

Hover over your username (at the top of the left menu) to open the Settings dropdown. Then, select User Management. 

2. Go to the Warehouse Users section, then select Add Users to Warehouse. 

Look for the warehouse you want to add the user to. Then select the Add Users to Warehouse option. 

2. Choose the user's name, then select roles for the user. 

Open the User dropdown to select the existing user you want to add. Next, use the checkboxes to choose the appropriate role(s) for that user.

Then, select Add User.

Creating Mobile Users

Each warehouse associate or staff member who will use Flexe mobile devices needs to be set up as a mobile device user from the User Management page. Setup includes creating a username and PIN that the user will enter to sign in to a device. 

Before you start

While there is no limit to the number of mobile users who can be assigned to each warehouse, users must be unique--that is, a mobile user can’t use the same mobile user account to sign in to a device across multiple warehouses.

Note: To learn more about getting started with Flexe mobile devices, go to Mobile Device Setup. 

To create new mobile users in Flexe:

1. Open the dropdown menu next to your username, and select User Management. 

Hover over your username (at the top of the left menu) to open the Settings dropdown. Then, select User Management. 

2. Select Mobile device users at the top of the page. 

2. Select Create New Mobile Device User. 

3. Enter the user's information, including username and PIN. 

Use the text boxes to enter login information for the new mobile user. Keep in mind that all fields are required. 

Here are some guidelines about what to enter: 

Name	Add the user's first and last name
Username	Create a unique username that the user will enter when signing in to a mobile device.  We recommend creating easily identifiable usernames for each individual, to make it easier to track and monitor user activity. Avoid default naming conventions like User1, User2, etc. Standard practice is to enter the user's full first name and last initial.
PIN	Enter the numeric PIN the user will input during sign in. The PIN must be a minimum of 4 digits (numbers only, no letters), and should be different for each user.  Standard practice is to use the user's badge number or some other known identifier.

4. Select the warehouse. 

Use the dropdown menu to select the Warehouse where the mobile user will be working.

5. Select Add User.

Once you've entered all information for the new user, select Add User.

The new user will then be added to the Mobile Users page. 

About User Roles

Here's a quick visual overview of available user roles, as well as the functions and features each can access within the Flexe system:

Admin

Users with the Admin role have access to all functions within the Flexe platform, including sensitive information like pricing and scope approval. Admin is also the only role that can assign the User Management role.

If possible, only a single Admin should be designated for your warehouse(s). Otherwise, the Admin role should be limited to only those individuals who need to view or manage sensitive system information. 

Only Flexe is able to assign the Admin role; if you need help with this, contact us at [e-mail]. Keep in mind that adding an Admin user to an account requires written approval of a user already assigned as an Admin. If you need Admin access, be sure to forward that approval to Flexe. 

Manager

This role can: 

• Create and manage locations
• Process and complete inbounds and outbounds
• View inventory in the Item Master
• Request, conduct and approve cycle counts
• Request fulfillment, shipment and inventory on hand reports
• View reservation pricing (but not monthly invoices)

Billing

This role has access to statement information and reporting functions, but not pricing. Billing users can also review inventory. 

Note: This role works well for users in an AR department, as they will receive email notifications each month, when statements are generated. 

At least one user at your warehouse(s) must have the Billing role assigned. If you need help determining who should have a Billing role, reach out to your Flexe Logistics Analyst or contact us at [e-mail].

Operations 

This role can process and complete inbounds and outbounds. It’s similar to the Manager role, but doesn't have the ability to pull reports, view pricing information and request or approve cycle counts.  

Note: Depending on the reservation, automated email volume for users with the Operations role may be large. Email notifications are sent each time an inbound is requested; they are also sent with each submitted outbound order. We recommend applying filters to your email inbox to manage these notifications.

Reporting 

This role can request fulfillment, shipment and inventory on hand reports.

However, users with this role cannot view or access any other function, process or transaction (e.g. confirming inbound deliveries, reviewing inventory, viewing pricing and more).

Mobile Manager

This role can authorize mobile devices to a warehouse.

Keep in mind that a mobile manager’s email address and password must be entered into a mobile device the first time that device is used, to register it to the warehouse. To learn more, go to Mobile Device Setup. 

Inventory Control

Users with this role can edit item properties (i.e., dimensions, weight, barcodes for eaches and cartons, ship alone status and ship as is status). This role can also download and view data from the Item Master.

The role does not have access or visibility to any other workflows. 

Note: This role is only available if it has been enabled for your reservation by Flexe. For more information, contact us at [e-mail]. 

User Management

Only Admin users can assign the User Management role. 

This role has access to the User Management page in Flexe. Individuals with this role can create, deactivate and re-activate users; they can also make changes to user roles. 

Note: To deactivate users, the User Management role must be assigned to an individual across all active reservations. [To learn more, go to Deactivating Users.] 

Signing In

Before new users can access Flexe, they must first verify their account.

When a new user is created, a "welcome" message is sent to the email address that was entered during user setup on the User Management page.

The message includes a signin link to the Flexe web platform. Once users open this link, they’re prompted to enter their account email address and password to sign in to Flexe and complete verification.

Users have 48 hours to confirm their account before the sign in link expires. If the account isn't verified within this timeframe, contact us at [e-mail]. 

Note: Users can select Forgot your password to request a password reset. If they enter an incorrect password enough times, the account will lock. If this occurs, contact us at [e-mail] for additional password assistance.

Terminology

User - An individual who can sign in and access the Flexe platform. 

Mobile user - A individual who can sign in to access Flexe mobile devices.