Admin Portal and security

Running a workspace happens in two places. The Admin Portal, at accounts.softbooq.com/admin, holds billing, seats and apps. User Management, Audit Logs and Settings in the ERP hold roles, security and everything else about how the workspace works.

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The Admin Portal

Only Admins can open it: from your account page, choose Admin Portal, or Manage next to a workspace. If you are Admin of several workspaces, pick one under Workspace.

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Users and roles in the ERP

User Management in the ERP has three tabs:

• User List: everyone in the workspace, their role and their active sessions
• Roles & Permissions: what each role can do
• Security Policy: for Admins, see below

The roles are Admin, Manager, Employee, Viewer, Cashier, Sales Rep, Auditor and AI User. Choosing Admin gives full access to billing and workspace settings. Requests from people who asked to delete their account also arrive in User Management, for you to approve.

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View As

An Admin can choose View As on someone in the User List to see the ERP as that person sees it, for example to check what a new role can reach. A banner shows Viewing as and their name until you choose Exit. You stay signed in as yourself, and the start and end are written to the audit log.

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Security Policy

In User Management → Security Policy:

• Two-factor authentication: choose the Roles that must use two-factor authentication and a Grace period (days). People in those roles are asked to set up two-factor authentication before they can carry on in the ERP.
• Session Policy: lock the screen on a computer after a period without activity. Phones are never locked for inactivity.
• Workspace Access: limit who can join to email addresses on your own domains, with exceptions you list. Set Enforcement to Off, Warn or Enforced.
• Single Sign-On (SSO): enterprise single sign-on is available on request. Choose Contact support.

Saving asks you to confirm it is you.

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Audit Logs

Audit Logs records who did what in your workspace: records created, changed and deleted, sign-ins and sign-outs, settings and role changes, invitations, payment runs, actions Jacinta took for someone, and every View As. Entries cannot be edited or deleted, by anyone. Filter by Entity Type, Action, Performed By and Period, and Export as CSV or JSON. Audit Logs are part of Softbooq Pro. Admins, Managers and Auditors can see them.

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Closing the workspace

In the ERP, Settings → Billing & Plans → Close this workspace. Everyone loses access at once, you included, and the subscription is cancelled. Nothing is deleted straight away: the records are kept for 90 days, then the workspace and everything in it is permanently deleted, unless you reopen it first or a document in it is under legal hold. Its Admins get an email 30 days, 7 days and 1 day before the deletion date. Export any records you are required to keep before then.

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See also