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Reassigning an Existing Cloud Licence to a New Starter

In the instance of having a staff member leave and a new staff member starting, you may want to give the new staff member the login licence the previous staff member was using. To re-assign this licence please follow the steps below.

Terence Cassidy avatar
Written by Terence Cassidy
Updated over a week ago

Remove Old licence

First access the old user's staff record and remove the licence from it:

  1. Click Menu (Main) and select System Admin.

  2. Click Users, and then View User.

  3. On the User Finder window type in the old user's name and hit enter.

  4. Locate and click on the name, this will open their staff record.

  5. Locate the login field within the staff record and replace the licence number in here with random text and click save (It is important the licence is replaced with text or the database may not recognize the change).

  6. If the old staff member has left the business for good, change the fields security role to none, type to staff and status to inactive.

Allocate New licence

Now create a new staff record for the new user and assign it the previous user's licence number:

  1. Click Menu (Main) and select System Admin.

  2. Click Users, New User.

  3. Fill in the name inside of the Duplicate Check window and click OK. The information from the duplicate checker will be transferred into the New User form.

  4. There are a few things to note here, please choose the options accordingly.

    • Type: This is to help decide on the pre-enabled permissions.

    • Resp User Code: Type in any 4 digits, numbers or text. This will be the unique code of the new user which will be displayed in events/activity they create and can be used for searches as well. We suggest using their initials.

    • User Role Type: Please select All menu items unless you have the user role module enabled and wish to select another option.

  5. Once all the information has been filled in, click OK and the new staff record will open.

  6. You can now type or paste the licence number into the login field and then configure any other parts of the staff record such as the responsible team field.

  7. Now from within the staff record, find the other actions floating box on the left-hand side and click on the option Email settings. Enter in the new user's email credentials and click OK.

  8. Finally, the system admin user needs to reset the password for the assigned licence number. As the new staff record contains the licence in question and has emailing set up, when the password is reset, it will send straight through to the new user's email mailbox. A system admin can reset the password by logging into https://www.cloud.microdec.com, then clicking on Manage users on the top right corner, and then scrolling down to the bottom of the page and clicking on Reset password for the licence in question. Alternatively, you can raise a new case online with the Profile support desk.

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