Where can I update my profile and contacts data?

You can enter and update your profile details by simply clicking on your name above the page header.

Contact Details – You can make changes to your Name, Email, Phone, Mileage Rate, Position and a Project Hours limit (if you don’t see any of those functions then you are probably not an Account owner or an Admin)

Profile Settings – you can change the Language, Billing Rate and Staff Cost, Change your Avatar, Get connected with Slack, Update Password, Set up your Quicktoolbox preferences, set up the Default e-mail, more details on those please read here

As to the language changes, the system notifications we will show in the User’s language, but if its a notification that in the same time can receive a few users (as an example, the request to approve vacation, this notification can receive the admin and the department leader) then the text will be in the company’s language.

You can also set up your Address on this page, Enable Two Factor Authentication and Calendar Subscription.

Log Hours on the Quick Toolbox

In ‘My Profile’ you can also set the behavior for the ‘Log Hours’ button of Quick Toolbox.

Here you can see three parameters:

1. Open the timer
If you choose it, ‘Log Hours’ will get you to the Timer widget:

2. Open the weekly view
If you opt for this one, ‘Log Hours’ will land you on the Time Tracking page, ‘Week’ tab:

3. Open the monthly view
Pick this and ‘Log Hours’ will send you to the ‘Month’ tab of the Time Tracking page:

Below the Toolbox options you can see the e-mail preferences set up:

This is related to Invoices, Estimates, or any other sent documentation if a member has the rights to send them out. If you don’t see this in your profile then you don’t have this permission.

Your personal document space

Since we started zistemo to help you run your business from one place – your zistemo account – we also give you some personal document space where you can safely store files, as it follows:
– 20 MB ( for free accounts)
– 1 GB/2 GB or 5 GB (for paid accounts: if it is Starter Plan/Professional Plan or Enterprise Plan’)
If you would like to access your files, check how much space you have available or upload new files to the cloud, click on “Document Space” in the menu, below your name.

All your files and documents will be listed here.

Please Note: Data Capture, Team Member and HR Admin Role can only see the files that they uploaded. Team Leader, Admin and Account Owner can see all documents. It might be that there will be files with the same name.

To attach a document to an invoice or estimate, go to the bottom of the creation page. Here you will find the options to “Upload a File” or “Choose an existing file” from your document space. If you would like to attach the files to the e-mail when you send the invoice, just mark the checkbox “Add attachment when sending an e-mail”.

Buy extra megabytes for Document Space

By default, your free zistemo trial comes with 20Mb of storage space for your documents and attachments. If you need more, you can buy one of the subscription plans, and in this case, the document space will increase to 1 GB (for Starter Plan), 2 GB (for Professional Plan) and 5 GB (for Enterprise Plan).
When you reach the maximum storage capacity, you will see the following message:

If you need more storage space, click the link “Buy more” or go to User Menu -> Subscription to buy an extra 5GB.

After clicking “Buy it now’”, you will get an additional 5GB of space for your files. 

Note: The money will be automatically charged from your saved credit card (User Menu -> Subscription -> Credit Card Details). You will also receive a purchase notification by email.

An account owner (or admin/leader) can upload or change avatar of other members as it follows:
– On “Edit Staff” page  –  for staff members:

– On “Edit Client” page – for clients:

After the photo was uploaded, the system will ask you to crop an image.

This section of your photo will be displayed in your account menu:
On invoice/estimate messages:

On the Team Monitor:

And Projects:

So, the user can log in with both email or username.

In general, the email address of the user in your account should be unique – but if somebody uses a different username than the email, you can use this email again (for instance, invite a new client or staff member with the same email address).

If this happens, the user cannot log in with the email anymore – only with the username.

On the “Login” page he/she will see the next message:

If the user forgets the username, he/she can click the “Send usernames per email” and receive all his/her usernames by email.

Which username is assigned to Client contacts?

The Username is only used for logging into zistemo and it should be unique. In general, users’ emails are their usernames.

But if you create different clients with the same email, this happens:
1. first Client username will be this email. For example client@mail.com
2. second Client username will be this email+1. For example client+1@mail.com
3. third Client username with the same email – client+2@mail.com
4. Etc.

Your Client will be informed about the correct username in the invitation email.  Take a look:

In this case, as well, users can change their usernames in User menu -> My Profile.

1. How to change the logo

We are supporting now uploaded images and we use them for the new template logos. Now let’s see how you can use a different logo on the Following pages and on the Last page. As default, we show the “company logo” on your choosen invoice  template. More infos on “how to change” the “company logo” you can find HERE.

First, upload your logo (or 2 logos) to your document space. Give them a suggestive name so you can easily find them later on (e.g. main big logo & small logo).
[extra tip: Here’s all the info you need to upload files to your company document space.]

In order to change the logo on your own copy of New Template, go to the Single page and hover over the logo.

The placeholder window appears and a menu in the window’s header. Click on the pencil icon to edit the placeholder window. (Learn more about the window header icons).

Delete the old placeholder in the editor and open the Placeholder menu, go to “Document space images” and a second drop-down opens with all your uploaded files.

Search for your file name (that’s why a good file name is important) and click on it.

Now back to the editor window, we insert a cryptic name as a placeholder for your selected logo file. The cryptic name is to avoid problems with special characters in the file names on the server.

That’s it! Well done! Congrats. Of course, you can add some text below or above it if you want (read more about this). Perfect! Now your logo is in the template.

2. How to change the logo size and position?

Hover over the logo until edit window shows up. Click on its header and keep the mouse button pressed while dragging the window around to the right place on the template and drop it there.

Note: As default, we show the “company logo” on your choosen template. Changing the size for “company logo” is not possible. Therefore you need to use a new image placeholder – as described above

To resize, click on the right or left border of the window, keep the mouse button pressed while moving it to the right (for a bigger size) or to the left (smaller size).

Perfect!

Now what can you do if the old logo is still featured on the first page and the windows are not in the same position?
Step 1. Delete the old window on the first page.
Step 2. Go back to the single page, hover over the logo window and click on the copy icon (two sheets).
Step 3. A menu opens and asks you where to copy this window. If there is still a window with the same name as the original window on the target page, then you wouldn’t see your expected target page. As an example, if you didn’t delete the other logo on the first page then you don’t see the “first page” on the menu.

So, make sure you deleted the window on the First page, click on the copy icon on the origin window header and select the First page.
And so the magic begins… we copy the window – moving to the “First Page” – past the window on exact the same position as on the original page.

Voila, here we go! You made it. Do the same with the smaller logo on the following pages and last page or… delete them and use the same logo as on the single page.
Now you know how to copy it from the single or first page to the last page.

To enable the Two-Factor Authentication please go to ‘My profile’ and use the slider ‘Enable two-factor authentication’:

To install the an authenticator app on your mobile phone, you need to select your way to uploading:

Please make a scan of the secret code from your profile page to your authenticator app.

Note: if you change your secret code, please don’t forget to make a scan of your new secret code again.
zistemo added an example of how you can use the two-factor authentication in the correct way:

…after all please, don’t forget to Save Changes.

Important:
Your secret code can be wrong if there is a time difference of more than 2 mins between your phone and your computer; if you changed the secret code and forgot to scan to the authentication application and if you lost your phone. In this case, you should contact your Account Owner and he can switch off the 2-factor authentication for you.

Extension Login: 
If you are logged into the web app with 2 factor Auth, you are also logged-in into the extension. Note: If you aren’t automatic logged into the extension – after you logged into the web app – please check the extensions API Token. The Api Token might be disabled.

Switch off the Two-Factor Authentication

Only user can switch off two factor authentication for themself, nobody else can. You can do it on your profile profile page:

… or for your own account on your profile

Everyone sees the time entry now with the correct for their timezone plus the time zone from the user: