Understanding Pams User Accounts

A Pams user account is an internal account for a person who needs to work in Pams. Persona-admin users manage these accounts through the Users screen. Each user record holds the information Pams uses to identify the person, such as First Name, Last Name, Full Name, and Login Email.

Do not confuse a Pams user with an Account, Client, Contact, Principal, or Sub-supplier record. Those records represent companies, people, and business relationships managed in Pams. A Pams user account represents an internal person who works with those records. For example, an Account Manager may be assigned to an Account, but that Account Manager must also have an active Pams user account to sign in and work with Pams.

Managing a user account is an ongoing responsibility. The usual lifecycle is:

Create the user record using the person’s correct identifying details.
Activate the account when the person should be able to access Pams.
Assign the user to the required Branches and User Roles shown on their record.
Review and update the record when the person’s responsibilities, branch assignment, or contact details change.
Deactivate the account when the person should no longer have access.

The Active status is especially important. A user record can remain in the Users list even when it is not active. An inactive record is useful for administration because you can still identify the person and review their existing user details, but the person cannot use that account to access Pams.

Persona-admin users should keep user details, activation status, Branches, and User Roles current. This helps ensure that the people handling Sales Jobs, Projects, Invoices, Payments, Warehouse work, or Principal activities have the appropriate internal account setup for their responsibilities.

Preparing Details Before Creating a User

Before you select Add New User, confirm that you are signed in with persona-admin access. You need access to the Security area and the Users screen to create and maintain internal Pams user accounts. If you cannot open Users or cannot see Add New User, ask a persona-admin user to review your access.

Collect the user’s details before opening the new-user form. Entering complete and accurate information at the start makes it easier to find the correct person later in the Users list and prevents confusion between users with similar names.

Prepare the following details from the information available for the person:

Detail	Where you use it in Pams	Why it matters
Name details	First Name, Middle Name, Last Name, and Full Name	Identifies the person in the Users list and on their user record.
Sign-in detail	Login Email	Identifies the account used for access to Pams.
Contact details	Phone and Mobile	Keeps the internal user record up to date where these fields are used.
Organizational context	Branches and User Roles	Supports the user’s required responsibilities in Pams.

Decide which Branches and User Roles the person needs before creating the record. Do not assign a user to every available branch or role simply because those options are available. Start with the assignments required for the person’s actual work, then update them if their responsibilities change.

Also check whether the person already has a record. Open Security > Users and review the existing list for the person’s Full Name or Login Email. If you find an existing record, open it and update it rather than creating another user. Duplicate user records make it harder to manage activation, assignments, and account changes consistently.

Creating an Internal Pams User

Create a Pams user record when an internal person needs their own account to work in Pams. Start from the Users screen so the account is created in the same place where persona-admin users review, activate, and maintain all internal users.

Open Security and select Users.
Review the existing Users list for the person’s Full Name and Login Email. If the person is already listed, open that record instead of adding a second one.
Select Add New User. Pams opens a new user record.
In User Information, enter the person’s identifying details. Complete the available name fields, including First Name, Middle Name where needed, and Last Name. Review the resulting Full Name carefully so the person can be identified correctly in the Users list.
Enter the person’s Login Email. Check the spelling and make sure it belongs to the intended internal user. Add Phone or Mobile when those details are available and should be kept on the user record.
Review all entered values before saving. Pay particular attention to the name and Login Email, because these details distinguish one internal user from another.
Select Save. If you have finished entering the initial details, you can select Save and Close to return to the Users list.
Confirm that the user appears in Users with the correct Full Name and Login Email. Open the saved record if you need to add Branches or User Roles.

Creating the record does not by itself mean the person can access Pams. If activation has not been completed, treat the record as an account awaiting activation. Complete the Active status and required assignments before relying on the account for day-to-day work.

Activating and Deactivating User Access

Use the Active status on a user record to control whether the internal account can access Pams. Activate a newly created account when the person is ready to use Pams. Deactivate an account when access must stop, while keeping the user record available for administrative review and future maintenance.

Open Security > Users.
Find the internal user in the Users list and open their record. Verify the Full Name and Login Email before changing the account status. This avoids activating or deactivating the wrong person when names are similar.
Locate the Active status on the user record. Review its current state before making a change.
To allow the person to access Pams, set the account to Active. Select Save or Save and Close to record the change.
Return to the Users list or reopen the user record and confirm that the account now shows as active. This confirmation is important before telling the user that their account is available.
To remove access, open the same user record and change the Active status so the account is no longer active. Select Save to apply the change.
Confirm the updated status after saving. The user record should remain in Users, but the account should no longer be active for access to Pams.

Deactivate accounts when a person leaves the business, changes to work that no longer requires Pams access, or should temporarily stop using Pams. Do not create a replacement record merely because an existing account is inactive. If the same person returns and should resume access, review their details and assignments, then reactivate the existing record when appropriate.

Before activating or reactivating an account, also review the user’s Branches and User Roles. An active account should reflect the person’s current responsibilities, not outdated responsibilities from an earlier position.

Assigning Users to Their Required Context

After creating the user record, review the assignment information shown on that person’s record. In Pams, Branches and User Roles help record the organizational context required for the person’s responsibilities. Keep these assignments limited to what the person currently needs for their work.

Open Security > Users and select the user whose assignments you need to review or change.
Review the existing Branches and User Roles on the user record. Do this before adding anything new so you can see what is already assigned.
Add the required Branches for the person’s work. For example, use the Branches area when the person needs to be associated with a specific company branch shown in Pams.
Review User Roles and add the role or roles required for the user’s responsibilities. Select only the roles that match the person’s current work. Do not use a role simply because it is available in the list.
Remove any branch or role assignment that no longer applies. This is particularly important when a person changes department, branch, or job responsibilities.
Select Save to apply the updated assignments.
Reopen the record or review the saved user details to confirm that the required Branches and User Roles are displayed correctly.

Review assignments whenever a user moves between branches, takes on new responsibilities, or stops handling a workflow. For example, a person who no longer works with a particular branch should not retain an outdated Branches assignment. Similarly, update User Roles when the person’s responsibilities change rather than leaving old assignments in place.

This screen records assignments for the individual user. The setup and maintenance of the available roles and teams is covered separately in Managing Roles and Teams. Use that guidance when the required role or team itself needs to be reviewed, created, or changed.

Resolving User Account Issues

When someone reports that they cannot access Pams or cannot work in an expected area, begin with their record in Security > Users. Check the user’s Full Name and Login Email first, then review Active, Branches, and User Roles. These checks help you distinguish between a missing account, an inactive account, and an account with outdated assignments.

If the person cannot access Pams, open Users and check whether a record exists for their Full Name or Login Email. If no record exists, create one using Add New User.
If the record exists, open it and review the Active status. If the person should have access but the account is not active, update the status to Active and select Save.
If the user can access Pams but does not have the expected organizational context, review Branches and User Roles on the user record. Add the required current assignment, remove obsolete assignments, and save the record.
If you suspect a duplicate account, search the Users list using the person’s Full Name and Login Email. Open the matching records and compare their details before creating another account. Maintain the appropriate record rather than creating a duplicate.
If a person no longer needs access, do not leave their account active. Open the record, update the Active status, and save the change. Also review Branches and User Roles so the record reflects the person’s current position.

When correcting a user record, make one clear change at a time and select Save before moving on. This makes it easier to confirm whether the issue was the activation state, a Branches assignment, or a User Roles assignment.

For sign-in-specific steps, refer to Signing In to Pams. If the issue relates to the person’s own details rather than their internal user account setup, use Managing Your Profile.

Overview

The Users screen is the central place for persona-admin users to manage internal Pams accounts. Use it to create a user record, maintain the person’s identifying information, control whether the account is Active, and review the Branches and User Roles assigned to that person.

The most important controls to review on each user record are:

Full Name — identifies the internal person in the Users list.
Login Email — identifies the account used for access to Pams.
Active — shows whether the internal user account is active for access.
Branches — records the branch context associated with the user.
User Roles — records the roles assigned to the user.

A user record should always represent one internal person. Before selecting Add New User, check the existing Users list. Using one maintained record per person prevents confusion about which record should be active, which Login Email is current, and which assignments should be retained.

The user-management workflow is deliberately separate from day-to-day business records. A Client, Contact, Account, Principal, or Sub-supplier may be linked to sales, procurement, delivery, invoice, or payment work, but those records do not replace an internal Pams user account. Create and maintain a Pams user account only for people who need to use Pams internally.

Keep user records current as working arrangements change. Updating an existing user’s Active status, Branches, or User Roles is preferable to creating an unnecessary new record. This gives persona-admin users a clearer, more reliable view of the internal accounts currently maintained in Pams.

Prerequisites

Before managing Pams users, make sure you have the required persona-admin access and the information needed to identify the internal person correctly. The following items help you complete user setup without creating incomplete or duplicate records:

Access to Security > Users. You need to be able to open the Users list and select Add New User.
The person’s correct First Name, Last Name, and Full Name. Use these details to check for an existing record and to create a clear user entry.
The person’s correct Login Email. Review this carefully before saving because it identifies the internal account.
Any available Phone or Mobile details that should be recorded on the user record.
Confirmation of the user’s required Branches.
Confirmation of the user’s required User Roles.
A decision about whether the account should be Active immediately or remain not active until access is required.

Check the Users list before adding an account. Review both Full Name and Login Email, especially when the organization has people with similar names. If an account already exists, update that record rather than creating another one.

When you activate an account, make sure its Branches and User Roles are current. When you deactivate an account, review those same assignments so that the record accurately reflects the person’s current responsibilities.

The next user-security task is managing accounts for represented companies. Continue with Managing Principal Users.

Managing Pams Users