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Giving an agent their first login

3 min read · #hr · #agents · #supply-chain

How agent logins work

Every sourcing agent is an organisation of type agent. When someone from that organisation logs in, they see only their own organisation and only their job:

  • the Procurement menu: the Purchase Orders your organisations send them, one for each of their suppliers, with the deposits they pay on them, the Stock Deliveries they ship to you, their own Suppliers and their supplier Inbox;
  • the HR menu, for their own people;
  • Tickets, to ask your help desk for help.

They never see the group menus, your shops, your customers, your accounts or the other agents. Opening such a page by its address gives them a Forbidden page.

Nobody has a login until somebody gives it to them, and the first one has to come from you. After that, ownership passes to the agent.

Creating the first agent user

You need HR edit rights in the agent organisation; group administrators have them for every organisation.

  1. Switch to the agent organisation with the organisation picker at the top of the page.
  2. Go to HR → Employees and press Create Employee.
  3. In Employment, fill in the compulsory fields. The worker number and alias only need to be unique inside that agent organisation, so the person's first name is fine for both. Set the state to Working.
  4. In Job, under Position, pick Agent → Manager. This is the one step that turns an ordinary employee into someone who can run the agent's work, including adding and removing other people. Skip it and they will log in to an empty screen. Do not give agent staff Organisation Administrator: it opens the organisation's accounting, warehouses and settings, which agents do not use.
  5. In User credentials, type the username they will log in with and a starting password. aiku forces them to choose a new password the first time they sign in, so this one only needs to survive until you have passed it on.
  6. Save.

Send them the address of the app, the username and the starting password through whatever channel you already use with that agent. That is all they need.

Agents who had a login in Aurora

Agents who already had a login in the old system keep their username and password, and their first sign-in to aiku converts the old password silently. Their account was carried over with the Organisation Administrator position: open their employee, press Edit, tick Agent → Manager and untick Organisation Administrator, so they get the agent's view.

If the agent locks themselves out

You keep HR edit rights in the agent organisation, so you can always open the agent's employee from HR → Employees, go to their user and set a new password, or create a second manager the same way as the first. Agent managers cannot change a login themselves, so password resets for any of their people come to you.

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