Comlan Adjovi is a trainee at Cabinet Hounkpatin. He is there for six months. Afiavi Hounkpatin does not want to invite him as a member with an email address and several profiles. She wants a simple account that does one job, with one fixed access profile, that she can switch off the day he leaves. This is what an agent account is. The same steps apply to any business with employees who need to log in but do not need a full membership: a cashier at a counter, a temporary seller, an intern.

​
Who works where

An agent account belongs to one space: a company, the organization or a client account. Afiavi creates Comlan’s account in the client account of Boulangerie La Fournée, because that is where he will work. A company owner does the same in the company, and a group head in the organization. The steps are identical, and the rules name the differences. Only a member can manage agent accounts, never an agent account.

​
Create the account

Afiavi opens Create an agent. She gives Comlan’s first and last name, chooses the access profile and sets a first password. Exowpee generates the username from his name, for example “comlan-adjovi”, and adds a number when the name is already taken. Afiavi gives him the username and the password herself, because Exowpee sends no email: an agent has no email address. She can also set working hours on the account. Comlan signs in with his username, naming the account he belongs to, as described in Sign up and sign in.

​
Find and review the accounts

List agents shows the agent accounts of the space, filtered by username or profile. View an agent opens one.

​
Change an account

Comlan moves to the VAT team and needs another profile. Afiavi changes it with Update an agent. The same action changes the name, the username, the password and the working hours. When she changes the password, the profile or the active state, Comlan is signed out and must sign in again.

​
Switch it off, or delete it

On a holiday Afiavi uses Deactivate an agent to stop the account from acting. It is signed out at once. To bring it back, she sends the active state again through the update action. When Comlan leaves for good, Delete an agent removes the account. If an agent needs more than the profile allows, see Grant individual extra permissions. To limit it to some stock locations or to certain books, see Limit access to locations and books.

​
The rules

  • Agent accounts are managed by members of the same space. An agent account cannot list, view, create, update, deactivate or delete agent accounts.
  • A first name and a last name are required, 3 to 250 characters each. The password has at least 8 characters, with lower case, upper case, a number and a symbol. The profile is required and must be a profile of the space that can be given to this kind of agent.
  • The username is never sent at creation. It is a lower-case slug of up to 80 characters, with a number such as -2 added when it is already used in the space. If two accounts clash at the same moment, Exowpee retries up to 5 times, then refuses.
  • An update can change the username: 3 to 100 letters, digits, dots, dashes or underscores, lower-cased, and unique among the agent accounts of the space. The password is optional on update. A field you leave out keeps its value, including the profile when it is left out or null. Working hours are cleared only when sent as null.
  • A new account is active. An update that changes the password, the profile or the active state ends the agent’s session.
  • Deactivating an agent that is already inactive is accepted and changes nothing visible.
  • Deactivating or deleting an agent revokes the public accounting export links it created. They stay revoked if the agent is reactivated.
  • Deleting removes the account, its session, its access grants and its notification state. There is no archive.
  • An agent is refused at sign-in when its owning company or client account is not active, or when its profile no longer exists. Once a company or client account is deactivated, its members are refused on their next calls as well as its agent accounts.
  • Each action has a version for the company, client and organization spaces: for example Create an agent in the company and Create an agent in the organization.

​
All the actions of this topic

  • List agents (company): Lists the agent accounts of the current account, in the company space, with optional filtering by username or profile.
  • Create an agent (company): Creates a new agent account with a generated username and a password chosen by the caller, assigned an access profile, in the company space.
  • View an agent (company): Shows one agent account in the company space.
  • Update an agent (company): Changes an agent account’s name, username, profile, password, working hours or active state in the company space. Changing the password, profile or active state signs the agent account out.
  • Delete an agent (company): Deletes an agent account in the company space, with its access grants. The account is removed, not archived.
  • Deactivate an agent (company): Switches an agent account off and signs it out in the company space, for example when it should no longer act.
  • List agents (client account): Lists the agent accounts of the current account, in the client space, with optional filtering by username or profile.
  • Create an agent (client account): Creates a new agent account with a generated username and a password chosen by the caller, assigned an access profile, in the client space.
  • View an agent (client account): Shows one agent account in the client space.
  • Update an agent (client account): Changes an agent account’s name, username, profile, password, working hours or active state in the client space. Changing the password, profile or active state signs the agent account out.
  • Delete an agent (client account): Deletes an agent account in the client space, with its access grants. The account is removed, not archived.
  • Deactivate an agent (client account): Switches an agent account off and signs it out in the client space, for example when it should no longer act.
  • List agents (organization): Lists the agent accounts of the current account, in the organization space, with optional filtering by username or profile.
  • Create an agent (organization): Creates a new agent account with a generated username and a password chosen by the caller, assigned an access profile, in the organization space.
  • View an agent (organization): Shows one agent account in the organization space.
  • Update an agent (organization): Changes an agent account’s name, username, profile, password, working hours or active state in the organization space. Changing the password, profile or active state signs the agent account out.
  • Delete an agent (organization): Deletes an agent account in the organization space, with its access grants. The account is removed, not archived.
  • Deactivate an agent (organization): Switches an agent account off and signs it out in the organization space, for example when it should no longer act.