Setup User

Definition of a User in eTIMS

In the Enterprise Taxation and Invoice Management System (eTIMS), a user refers to an individual who has been authorized by an organization to access the eTIMS platform. Each user is assigned specific roles and permissions based on their responsibilities within the organization. Users can perform various tasks, such as managing transactions, filing tax reports, operating tax-compliant devices, or overseeing branch operations.

Users in eTIMS are categorized by their roles, which determine their level of access to system features and data. Proper setup and management of users are crucial for ensuring secure, efficient, and compliant operations within the platform.

Users Overview

eTIMS requires a comprehensive record of users associated with each branch. A user, in this context, refers to any individual logging into the eTIMS system to perform their designated business tasks. This includes various roles such as receptionists, accountants, tax consultants, and other operational staff members.

The essential details that must be captured for each user include their username and password.

However, to maintain security and privacy, Slade360 eTIMS APIs do not transmit these credentials in plain text. Instead, we implement a process where hashed versions of the username and password are sent to eTIMS server.

The transmission of user information from your system to eTIMS server via Slade360 eTIMS APIs will occur during the user's initial setup. At this point, their credentials, securely hashed, are automatically relayed to the eTIMS system.

This approach ensures that sensitive user data remains protected while still allowing eTIMS to track and authenticate the personnel linked to each branch efficiently.

Why Setting Up Users Is Important

1. Access Control
   It restricts sensitive information to authorized personnel only.
2. Accountability
   It tracks individual user activities, providing a clear audit trail for compliance.
3. Operational Efficiency
   It ensures users can perform their roles without interference or delays.
4. Security
   It protects the organization from unauthorized access and potential data breaches.

Prerequisites for User Setup

Before creating eTIMS users, ensure the following are in place:

1. Organization Profile
   The organization must be fully registered and approved on eTIMS.
2. Branch and Device Configuration
   If users are branch specific or device operators, ensure branches and devices are registered.
3. User Information
   Collect user details, including names, email addresses, phone numbers, and assigned roles.
4. Multi-Factor Authentication (MFA)
   Configure MFA for enhanced security.

Step-by-Step Process for User Setup in eTIMS

1. Log In Slade360 eTIMS Infrastructure as an Administrator
   1. Open the eTIMS portal and log in using the administrator credentials.
   2. Navigate to the Users Management section.
2. Add a New User
   1. Enter the following details in the user registration form:
   2. Full Name
      Enter the user's legal name.
   3. Email Address
      Use a valid and unique email for login credentials and notifications.
   4. Phone Number
      Include a mobile number for MFA and communication.
   5. Branch Assignment
      If applicable, assign the user to a specific branch.
   6. Device Assignment
      We link users to the branch VSCUs.
3. Assign Roles and Permissions
   1. Select the user’s role from predefined categories:
      1. Administrator or Super Administrator
         Full access to all eTIMS functionalities, including managing branches, devices, and compliance reporting.
      2. Branch Manager
         Restricted to managing operations within a specific branch.
      3. Auditor or Accountant
         Access to reports and transaction logs for compliance and auditing purposes.
      4. Custom Role
         If required, create a custom role with specific permissions.
   2. Define permissions for each role, such as:
      1. Viewing or editing organizational settings.
      2. Approving transactions or tax filings.
      3. Accessing audit trails and reports.
4. Configure Authentication Settings
   1. Set Password
      Assign a temporary password for the user. They will be prompted to change it during the first login.
   2. Enable Multi-Factor Authentication (MFA)
      1. Send an OTP (One-Time Password) to the registered phone number or email.
      2. Configure a secondary authentication method, such as app-based authentication.
5. Assign User-Specific Tax Settings (Optional)
   For roles that involve handling tax-related tasks, configure the following:
   1. Tax Type Access
      Specify the tax categories (e.g., VAT, income tax) the user can manage.
   2. Branch-Level Restrictions
      Limit the user’s operations to specific branches or locations.
6. Review and Save
   1. Double-check all user details and assigned roles to ensure accuracy.
   2. Click "Save" to finalize the setup.
   3. Slade360 eTIMS will send login credentials and instructions to the user’s registered email.

Troubleshooting Common Issues

1. Forgotten Passwords
   1. Use the administrator account to reset the password.
   2. Ensure the user sets up a secure password during the next login.
2. Role Misalignment
   If a user lacks the required permissions, adjust their role or create a custom role.
3. Device Linking Errors
   1. Confirm that the device is properly registered under the correct branch.
   2. Reassign the device if necessary.

👍

Why Set Up Users?

Setting up users in eTIMS is a foundational task that ensures the platform operates securely and efficiently.

By clearly defining user roles and permissions, organizations can enhance accountability, streamline operations, and maintain compliance with tax regulations.

A well structured user management system minimizes risks and supports scalable growth, making it an indispensable component of effective eTIMS administration.