Users

Add your team to Helm WMS, give each person the permission group that matches their job, and choose whether they log in with an email and password or a quick access code at a shared terminal.

What the Users Page Does

Everyone who works in Helm logs in as their own user. The Users page is where you add people, decide what each of them can see and do, and keep the list up to date as people join, change role or leave.

Each user logs in one of two ways. Standard Access uses an email address and password, for people who work in Helm from a desk. Quick Access Only uses a short code typed at a shared terminal, for floor staff who need to log in and get going in seconds.

Example: a warehouse takes on two seasonal packers for peak. The manager adds both as Quick Access Only users in the Packing Operative group, each with their own code, so they log in at the packing bench in seconds and see only the Despatch Terminal. The new shift supervisor gets Standard Access in the Supervisor group, so she can add operatives herself without waiting for an administrator.

Before You Start

Where to find it: go to Settings and, under Company Settings, choose Users.
Who can add users: Administrators can add anyone, including other administrators. Supervisors can add Warehouse Operatives and Packing Operatives. Everyone else leaves user management to one of those two groups.
An email address for desk users: each Standard Access user needs their own email address, because that is what they log in with.
Quick access switched on for floor users: Quick Access Only logins depend on the Quick Access setting. Turn it on in Settings > Company Settings > Company Settings under Access Restrictions, with at least one address in IP Whitelist.

Reading the Users List

Each row is one user. Active users are listed first, and anyone whose status is Inactive is grouped underneath, under Inactive Users.

Column	What it shows
User Account	The user's name, as it appears across Helm.
Permission Group	The group that decides what the user can see and do.
Status	Whether the account is Active or Inactive.
Email	The login email for Standard Access users. Quick Access Only users have none.
Last Login	How long ago the user last logged in.
Actions	The bin icon, for removing the user.

To find someone, type in Search Users, or open Filters to narrow the list by Email, Last Login, Permission Group or Status.

How to Add a User in Helm

Go to Settings > Company Settings > Users and click Create User.
Choose how the person will log in: Standard Access for an email and password, or Quick Access Only for a code at a shared terminal.
Enter their Full name.
For a Standard Access user, enter their Email. Quick Access Only users log in without one, so the field is not shown.
Choose a Permission group. Hover the info icon beside each group for a summary of what it can do.
To let them log in with a code, enter it in Quick access code.
For extra security, turn on Enable Two-Factor Authentication. The user is then asked to set up two-factor authentication the next time they log in.
Click Invite User for a Standard Access user, or Create User for a Quick Access Only user.

Tip: give every person on a shared terminal their own quick access code, so Helm can show who picked or packed each order.

Choosing a Permission Group

The permission group decides which parts of Helm a user sees. Pick the group that matches the work they do day to day; you can change it later if their role changes.

Permission group	What they can do
Administrator	Everything in Helm, including adding users and other administrators, apart from transferring ownership of the account or removing other administrators or the Owner.
Accounts	Everything in Helm apart from managing users.
Supervisor	All warehouse operations, plus adding Warehouse Operatives and Packing Operatives. Billing and plan settings stay with administrators.
Senior Warehouse Operative	Deliveries, picks and movements in Processing, plus full Mobile App access. They can view order returns but not process them, and do not add users or customers.
Warehouse Operative	Picks and movements in Processing, plus full Mobile App access. They can view order returns but not process them, and do not work with deliveries or customers.
Packing Operative	The Despatch Terminal and the despatch work around it. They can view order returns but not process them.
Inventory User	Inventory, purchase orders, deliveries and suppliers. They can view order returns but not process them, and leave picks and Mobile App tasks to the warehouse team.

Note: the account holder appears in the list as Owner. That group is not one of the options when you create a user.

Updating or Removing a User

On Users, click the user's row to open Edit User.
Change their Full name, Permission group or quick access code. To replace a code, click the bin icon on the old code and enter the new one.
Turn Enable Two-Factor Authentication on or off as needed.
Click Save Changes.

When someone leaves, click the bin icon in the Actions column on their row.

Warning: check the name on the row before you click the bin icon, so you remove the right person.

Best Practices & Notes

Give Everyone Their Own Login

Shared logins hide who did what. With one user per person, User Logs in Settings > System Settings shows exactly who picked, packed or changed something.

Start With the Group That Fits the Job

Choose the group for the work the person does today, and move them up as their role grows. A packer who becomes a team leader can move from Packing Operative to Supervisor in a few clicks.

Keep the List Current

Check Last Login every few months. An account nobody has used for a long time usually belongs to someone who has moved on, and removing it keeps access tidy.

Turn On Two-Factor for Office Accounts

Administrators and Accounts users can see almost everything, so two-factor authentication on their logins is worth the extra step. To require it for everyone, use 2FA Login under Access Restrictions in Settings > Company Settings > Company Settings.

FAQ

Why can I not choose Quick Access Only?

Quick access logins need the Quick Access setting. In Settings > Company Settings > Company Settings, under Access Restrictions, turn on Quick Access and add at least one address to IP Whitelist.

Can I change someone's permission group later?

Yes. Click their row, choose a new Permission group and click Save Changes.

Who can add new users?

Administrators can add anyone. Supervisors can add Warehouse Operatives and Packing Operatives.

Does a Quick Access Only user need an email address?

No. They log in with their quick access code, so the Email field is not shown.

If someone cannot log in after you have set them up, contact Helm support with their name and the time they tried.

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