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Users ​

In Profile → Users, administrators add people to the system, assign roles, and connect bots.

How to connect a bot ​

  1. Create a user with role BOT.
  2. Generate a bot token for that user.
  3. Set the token lifetime in weeks.
  4. Grant the bot access to the required form.
  5. Use the token in requests:
http
Authorization: Bearer <token>

Important notes about bot token ​

  • a bot token is bound to the bot user
  • one bot should have one active token
  • task access is determined by the bot's access to the form
  • if you need higher throughput, create a second bot and issue a separate token
  • one bot can have access to at most 2 forms

Practical setup ​

Minimal integration flow:

  1. Create a dedicated bot user for one integration.
  2. Grant access only to the forms that bot must use.
  3. Generate a token for the required lifetime.
  4. Use that token in the external service, bot, or AI agent.

If the bot needs access to more forms:

  1. Create another bot.
  2. Generate a separate token for it.
  3. Grant that bot access to the required forms.

Error message:

  • Bot already has access to 2 forms. Create another bot or remove access from another form.

Recommendation ​

Do not use one bot for every integration in the company.
If integrations are different, create separate bot users with separate tokens and separate form access.

Working hours, absences and rate ​

Open Profile → Users → select a user to inspect their work attributes. To change them, choose Edit → Work, update the relevant values and Save changes. Managing another user requires the appropriate administrator permissions; only a super-admin can change a super-admin.

  • Working hours: set weekly intervals for each weekday. Use multiple intervals for a day with a break, such as 09:00–12:00 and 13:00–17:00. A day without intervals is a day off when a schedule is set. Clear the schedule to leave it unspecified.
  • Absences: record a vacation or other time off with start and end dates, inclusive. Add another period, edit the dates or remove an individual period. These records are not a leave-approval workflow or a vacation balance.
  • Rate: a non-negative number per unit of work. Zero is a valid rate; an empty value means no rate has been set. The user rate itself stores no currency or unit: specify those in your form, for example EUR per hour.

The Calendar extension reads working hours and absences to show non-working periods for user resources. This is availability information; do not assume it blocks conflicting bookings.

The AI-Admin can read and update these attributes through user management. When requesting an absence, provide the person and exact dates; for working hours, specify weekdays and intervals. Editing one absence or weekday should preserve the others.

Use a rate in a task ​

Configure Person → Auto fill to copy the selected user's Rate into a Number field such as Hourly rate. Add a Number field for Hours and a calculated Number field for Cost = Hourly rate × Hours. For example, rate 25 and 3 hours give 75. Set currency/formatting on the form fields as needed.

Autofill copies values when a person is selected. Updating the user's profile later does not automatically recalculate saved tasks. Re-selecting another person can overwrite mapped values; clearing the selection clears them. Rate alone does not calculate payroll or commission.