Agency Operations
User Management and the Time Clock: Access, Punches and Sign-In History
Admins add and edit users, control which apps each person can open, run the time clock and check sign-in history, all in one place.
Access is a business control. Manage it like one.
Summary
User Management covers profiles, app access, time clock rules and sign-in history for each person.
The company time clock can hide all tools until staff clock in and force clock-out at a set time.
Suspend users instead of deleting them, so history stays intact.
Key takeaways
Give each person access only to the apps they need.
Suspend accounts the day someone leaves.
Check sign-in history when anything looks unusual.
Where to find it
User Management is for admins and lives at the bottom of the menu.
Editing a user
Click the person. The panel has four tabs: Profile, App Access, Time Clock and Sign-ins.
Profile. Change the name, email, role, phone extension and call-center agent ID. Type a new password to change it, or leave it blank to keep the current one.
App Access. Turn individual apps on or off for this person. The menu each user sees reflects the modules installed and the apps they've been given.
Suspend stops the person from signing in until you click Reactivate. Delete user removes the person for good, so use Suspend when someone leaves; it preserves history.
Roles
Roles include agents, admins, owners and clients (creditors). Client users see only the Client Portal menus you allow. Keep the number of owner and administrator accounts small.
The company time clock
- Tick Require staff to clock in. Everything is hidden behind a Clock In screen until staff punch in. Untick to turn the time clock off entirely.
- Set the forced clock-out time, the warning (in seconds) and the time zone.
- Tick the roles required to clock in: agents, admins, owners.
Per-person time clock rules
Under the person's Time Clock tab, choose Follow company default, Always required to clock in, or Exempt. Clock out now clocks the person out immediately. Recent punches list date, in, out and hours.
Sign-in history
The Sign-ins tab shows the last 100 sign-ins for the person. Use it to check where and when someone signed in.
Why the time clock helps security
Tying tool access to working hours means sensitive data isn't reachable at 3 a.m. from an account that should be off duty, and forced clock-out signs everyone out at day's end. It's also a simple, accurate record of hours. See what two-factor authentication does for a CRM and permissions are a business control.
Good practices
- Review user access quarterly.
- Suspend accounts immediately on departure.
- Use exempt time-clock rules sparingly.
- Investigate unusual sign-in patterns.
Why it matters
Most data incidents involve access that shouldn't have existed. User Management makes "who can get in, to what, and when" easy to control and easy to prove.
See it working in your agency
Book a 30-minute guided Nexum demo built around your agency's real bottleneck, or call 502ZONE directly at (786) 524-4252. Nexum Open CRM is free: no license fee, no seat fees, no subscription. Add 502ZONE modules only when you want more recovery.
Related reading
Bring us your most expensive collections problem.
Our guided 30-minute session focuses on your real workflow and the problem costing you the most.
Schedule a Demo