Overview: Account / User & Authentication
Understanding the structure of accounts, users, and authentication is essential for effectively managing your workspace and maintaining security within the platform. This article provides a comprehensive overview of key concepts such as the distinction between Accounts (Sub-Accounts) and Users, as well as practical guides on managing user authentication. Learn how to update your contact information for secure access, change your password, and add new employees to your team. Whether you're ensuring robust security measures or streamlining user management, this guide has you covered with all the essential details and processes.
General Information
Difference between Account (Sub-Account) and User
An Account (or Sub-Account) represents an entire business entity or organization within the platform. It serves as the central hub for managing all data, settings, and tools associated with that specific business. In contrast, a User refers to an individual granted access to the Account, each with their own unique credentials and defined permissions. Employees can be administrators, or Users, each assigned specific roles to access or manage certain aspects of the Account. This distinction allows for precise control over who can view, edit, or operate different features, ensuring both flexibility and security in managing business operations.
“Business Profile” Settings
The Business Profile settings section is the central hub for updating and managing information specific to your account (Sub-Account). Here, you can customize your account’s identity by uploading a business logo, updating the business name, and providing critical details like your physical address, contact information, and website. This section also includes fields for setting your branded domain, time zone, and platform language preferences, ensuring consistency across communications and operations. Additionally, you can define compliance settings, manage call and voicemail configurations, and adjust regional operations details, making it a comprehensive area for tailoring your account to meet your business needs effectively.
“My Profile” Settings
The "My Profile" settings section is where individual employees (Admins and Users) can manage and update their personal information that was initially configured during the employee creation process. This includes details such as names, email addresses, phone numbers, and even their profile images. Unlike “Business Profile” settings, which focus on business-level (account/sub-account) details, this section is exclusively tailored to individual user profiles within the system. Employees can also set their platform language preferences, manage their email signature for outgoing communications, and configure email integrations for two-way synchronization. This personalized section ensures that employees can keep their information current and aligned with their communication needs.
“Billing” Settings of your Account (Sub-Account)
The “Billing” section of Your Account provides a centralized view of your subscription details and payment settings. It enables Account Owners or Administrators to manage invoices, update payment methods, and track their current subscription plan. This ensures transparency and control over costs associated with using the platform. From here, you can easily upgrade or downgrade your plan, monitor billing history, and address any payment issues to avoid interruptions in service. By centralizing all billing-related tasks, this feature streamlines financial management for your Account.
You find your Billing Settings under “Settings” (at the bottom of the Feature Side-Bar) → “Billing”.
For more Information about your Accounts Billing read our Article “Overview: Billing & Subscription” in the Billing & Subscription Category.
"My Staff" Settings
The "My Staff" settings section is exclusively accessible to administrators and serves as the central hub for managing all employees associated with the account or sub-account. From this section, admins can add new employees, edit their details, assign user roles, and even trigger actions like resetting passwords. This feature ensures that the workforce is effectively managed while maintaining control over permissions and responsibilities within the system. The clear and intuitive layout makes managing team members seamless, providing admins with the tools to update and oversee employee profiles efficiently.
Audit Log
The "Audit Log" section provides a detailed record of all activities performed within the account, offering transparency and accountability for changes and actions. This feature allows you to track who made updates, created entries, or performed specific actions, along with the exact date and time. With advanced filters, you can narrow down the log to specific users, modules, or actions within a chosen time frame. The audit log is an essential tool for monitoring user activity, maintaining compliance, and ensuring secure operations within your business workflows.
Navigate to “Settings” → “Audit Log” (at the bottom of the Side-Bar) as you can see in the following image.
Contact Information Authentication
Contact Information Authentication
Contact Information Authentication
After setting up your account you need to authenticate your Email address and phone number. You do this under Settings → Phone Numbers, follow the steps there. If you already verified these contact information you are going to see the standard Phone Number settings as you can see further down.
Step 1:
First you need to authenticate your email address via a 6 digit code by pressing the “Send Code” Button and providing the correct Security code.
You will receive a similar email to this:
Step 2:
Just provide the code at the second authentication step and press the submit button.
Step 3:
Next you neet to provide/authenticate a phone number also via a 6 digit security code. Enter your Phone number and press the “Send Code” Button.
Step 4:
You will receive a similar SMS from “TLNET” with the security code. Provide it at the 4th step of the 2-Factor Authentication and press the submit button.
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After this last step you will probably see the following screen:
As you can read here this page should disappear after about 5 minutes. Please contact us if this doesnt work. Contact
In the following picture you can see the standard Phone Number settings as it should be after the authentication process.
How To: Change your Password
How To: Change your Password
How To: Change Your Password and Manage Employee Passwords
Managing passwords securely and efficiently is crucial for maintaining access to your platform. This guide will walk you through the steps to change your own password directly within the platform or trigger the "Forgot Password" action for yourself if needed. Additionally, as an admin, you'll learn how to update passwords for your employees and initiate the "Forgot Password" process on their behalf. Whether it's for personal account management or supporting your team, this guide ensures you have all the tools necessary to handle password-related tasks effortlessly.
Change your own Password
To change your own password within the platform (this works for Admins and Users), follow these simple steps:
Navigate to the "My Profile" Section
- Go to the Settings menu in the bottom of the left-hand navigation bar.
- Click on My Profile to access your personal user settings.
Locate the "Change Password" Section
- On the right side of the "My Profile" page, you will see the Change Password section.
Update Your Password
- Enter your current password in the Current Password field.
- Type your new password in the Password field.
- Confirm your new password by re-entering it in the Confirm Password field.
Save the Changes
- Once all fields are correctly filled out, click the Update Password button to save your changes.
By following these steps, you can quickly and securely update your password directly from the platform.
Trigger the “Forgot Password” process for yourself
If you’ve forgotten your password, you can easily reset it directly from the login screen. This works for Admins and Users. Follow these steps:
Navigate to the Login Page
Open the Wind Solutions login screen as shown in the first image. - https://app.windsolutions.at
Click "Forgot Password"
Below the password field, you’ll find the "Forgot Password?" link. Click on it to begin the password recovery process.
Enter Your Email Address
On the reset password screen, input the email address associated with your account, as displayed in the second image. Then click on the "Reset Password" button.
Check Your Email
You will receive an email containing a reset password link, similar to the third image. If you don’t see the email, check your spam or junk folder. If you dont recieve any email please contact us. Contact
Open the Reset Link
Click on the "Reset Password" button within the email. Alternatively, you can copy and paste the provided URL into your browser.
Set a New Password
Enter your new password and confirm it on the reset screen, as shown in the fifth image. Once done, click on "Change Password."
Your password will now be updated, and you can use it to log in to your account. If you face any issues, contact support at Contact or directly at contact@windsolutions.at for further assistance.
Trigger the “Forgot Password” Process for an Employee
If an employee forgets their password, you can assist them by triggering the password reset process directly from the platform. Follow these steps:
Navigate to the "My Staff" Section:
From the main menu on the left, go to Settings and select My Staff.
Locate the Employee
Find the employee in the list for whom you wish to trigger the reset. You can use the search bar to filter by name, email, or other details. Then click on the pencil/edit icon located in the Action column on the right hand side. This will open their Profile.
Trigger the Reset
In the User Info section, locate and click the blue Forgot Password button. This will send a password reset email to the employee's registered email address as in the Headline before.
By following these steps, the employee will receive an email with instructions to reset their password securely.
Change the Password of an Employee
If an employee forgets their password, you can assist them by setting a new password directly from the platform. Please Note that this option is not recomended - Passwords should only be known by the person that created them - So ideally trigger the “Forgot Password” Section as in the Headline Before. Follow these steps:
Navigate to the "My Staff" Section:
From the main menu on the left, go to Settings and select My Staff.
Locate the Employee
Find the employee in the list for whom you wish to trigger the reset. You can use the search bar to filter by name, email, or other details. Then click on the pencil/edit icon located in the Action column on the right hand side. This will open their Profile.
Set the Password
In the User Info section, locate and click the dropdown icon Advanced Settings. This will send open the password textfield, enter the desired Password here and click Save.
By following these steps, the employees password is set to the one you entered.
How To: Add a new Employee
How To: Add a new Employee
How To: Add a new Employee
Navigate to “Settings” (in the Feature Sidebar at the bottom) → “My Staff”. Here you can filter and edit your existing Staff or add new employees.
Process of adding a new Employee
Click on the blue button which says “+ Add Employee” as you can see in the following image.
User Info
The first step in the creation process is to add general Information about the User including “First Name”, “Last Name”, “Email”, “Phone” (please provide the Phone number in the following format: “+43 660 1122334” or
“0660 1122334” - the whitespaces are default).
If you want to set a password for your new Employee you can do it here in the advanced settings. Otherwise the new Employee will get an email with Account activation details and a request to set new a password.
You also have the option to provide a Profile Image.
If you scroll down further you can see that we can link a calendar to the Employee we create. After that we can add settings regarding an email signature for our new User.
Roles & Permissions
Here we can copy Permissions from an already existing User by navigating to the “Copy Permission” button in the upper right corner. Choose from which user you want to copy the Permissions and Apply.
Choose the desired User Role either “Admin” or “User” and the Data Visibility Scope - “Only Assigned Data” is a great way to limit salespeople from seeing each others leads, opportunities and conversations. The Employees will then only see the Data they own.
Differences between User and Admin
| Feature | User | Admin |
|---|---|---|
| Business Profile Settings |
|
|
| Edit Information Fields | ❌ |
✅ |
| Edit Business Logo | ❌ |
✅ |
| My Staff (Users) |
|
|
| Create | ❌ |
✅ |
| Edit | ❌ |
✅ |
| Delete | ❌ |
✅ |
| Contacts |
|
|
| Import | ❌ |
✅ |
| Export | ❌ |
✅ |
| Delete | ❌ |
✅ |
| Opportunities |
|
|
| Export | ❌ |
✅ |
And now you will see a list of our more granular Permissions regarding specific Features. You can either disable the “Feature” as a whole for the Employee or use the checkboxes to restrict the access as described.
- Account Settings
- Account Tools
- Automation
- Blogs
- Calendars
- Certificates
- Communities
- Contacts
- Conversations
- Dashboard
- Funnels
- Integrations
- Marketing
- Medias
- Memberships
- Opportunities
- Payments
- Reputations
- WordPress
Call & Voicemail Settings
In the Call & Voicemail Settings section, you can customize how calls are managed for a specific employee. Assign an inbound number if required, or set up forwarding options to route calls to the web app, mobile app, or a designated phone number. Configure the default channels for "Ring All" and IVR (Interactive Voice Response) to ensure calls are handled through the preferred platforms. Additionally, upload a personalized voicemail message in MP3 or WAV format, which will be played when the employee cannot answer calls. Adjust the Incoming Call Timeout to determine how long the system waits before redirecting to voicemail, with a recommended duration of 20 seconds or less for optimal customer experience.
User Availability
The "User Availability" section allows you to define the working hours and preferred meeting locations for each employee, ensuring seamless scheduling and optimized resource allocation. Using the intuitive interface, you can set specific availability periods for each day of the week and assign a preferred time zone. Meeting location options include custom entries, integrated tools like Zoom, physical addresses, or phone calls, offering flexibility to suit various needs. This setup ensures that the availability of your team members aligns perfectly with client needs and internal scheduling requirements, facilitating smooth collaboration and time management.
Calendar Configuration
The "Calendar Configuration" section allows you to integrate third-party calendars to streamline booking and scheduling for new employees. By connecting calendars such as Google or Outlook, you can synchronize availability and manage appointments effectively. This ensures seamless scheduling and prevents double-booking by providing real-time updates on employee availability. In this setup, you can also configure video conferencing options to align with your meeting preferences, ensuring a unified and efficient scheduling system across the team.
Now Click “Save” in any screen and the User is created.
Notification Settings
The Notification Settings feature allows you to customize how users receive updates and alerts. Once an employee has been created and saved, or when editing an existing user, this section becomes available for configuration. Here, you can enable or disable notifications for various activities, such as conversations, tasks, WordPress purchases, and reviews from platforms like Facebook and Google. Notifications can be delivered through multiple channels, including in-app (Includes our Web-App and Mobile App), email, or SMS, ensuring flexibility and timely updates. For example, you can set reminders for upcoming tasks, receive alerts for new messages, or track customer reviews efficiently. Tailor these settings to align with your team’s workflow and communication preferences for seamless management.
FAQs
I cannot login to my Account what can I do?
- Verify that the email address and password you are using are correct. Ensure that there are no typos or extra spaces.
- If you forgot your password, click on the "Forgot Password?" link on the login screen and follow the instructions to reset your password.
- Check your email inbox (and spam folder) for the password reset email. Follow the link in the email to create a new password.
- If you are still unable to log in, ensure that your account has not been disabled by your administrator.
- Check if you are connected to a VPN or have any Web Protection activated. It is possible that these Services are responsible for login issues - Try to deactivate and try again.
- Try to clear the Cache/Cookies of your browser and try again.
- For further assistance, contact your administrator or the platform's support team to check your account status.
What happens when I delete an Employee (Admin/User)?
- Deleting an employee removes their access to the platform and their login credentials become invalid.
- The employee's data, such as their assigned tasks, communication history, or other contributions to the platform, will generally remain intact for record-keeping and audit purposes, but their user profile will be marked as inactive or deleted.
- For Admins, deleting their profile could impact account management, so ensure that there are other Admins available to manage the account. If the Employee you want to delete is the only Administrator within your Account, you won't be able to delete the Employee.
- If an employee needs to regain access later, they will need to be re-added as a new user.
What is the difference between an Admin and User?
| Feature | User | Admin |
| Business Profile Settings |
|
|
| Edit Information Fields | ❌ |
✅ |
| Edit Business Logo | ❌ |
✅ |
| My Staff (Users) |
|
|
| Create | ❌ |
✅ |
| Edit | ❌ |
✅ |
| Delete | ❌ |
✅ |
| Contacts |
|
|
| Import | ❌ |
✅ |
| Export | ❌ |
✅ |
| Delete | ❌ |
✅ |
| Opportunities |
|
|
| Export | ❌ |
✅ |
Conclusion
In conclusion, understanding the distinctions between accounts, users, and authentication processes is essential for effectively managing your Sub-Account. Whether you're an Admin overseeing account settings, creating new employees, or managing permissions, or a User focusing on assigned tasks, each role plays a vital part in maintaining an organized and secure system. By leveraging features like user roles, and audit logs, you can ensure seamless operations and enhanced security for your organization. Familiarizing yourself with these key concepts empowers you to maximize the platform's capabilities while ensuring a streamlined and secure user experience.