Clockwork Cloud - Creating New Users in a Concurrent Licensing Model

Overview

This article provides step-by-step instructions on how to add a new user in Clockwork Enterprise, based on version 6.23.10.2. It also covers how to manually duplicate an existing user account.

Target Audience

Solutions Specialists

Instructions

ClockWork Licensing – How It Works

ClockWork uses a concurrent‑user licensing model, not a “per staff account” model. This means:

• You can create as many staff accounts as you need under Manage Staff.
• A license is only consumed when a user logs in.
• If the number of people logged in at the same time exceeds your licensed count, ClockWork will drop the most recent connection.

Key Points

• A staff member on leave does not consume a license unless they log in.
• A replacement user can be added without deleting or disabling the original account.
• The only limit that matters is how many users are logged in simultaneously, not how many accounts exist.

How to Check Your License Count

You can view your exact license allocation in the admin panel:

1. Go to Admin Settings
2. Select Miscellaneous
3. Open License Keys

This page shows the number of concurrent licenses your Sault College owns.

Creating a new account using Clockwork Admin, follow these steps:

Here’s how you can add a new user:

1. Log in to your Clockwork Enterprise Admin using the Clockwork Admin account. (see Keepass)
2. Navigate to Users and Resources: Click on the “Users and Resources” tab.
3. Select Manage Staff Accounts: Within this tab, you should see the “Manage Staff Accounts” option.
4. Add New Staff: Click on the “Add New Staff” button.
5. Enter Staff Details:
   1. Fill in the required information such as the staff member’s name, email address, and any other necessary details.
   2. Check the Clear Password check box
   3. Don't click Save yet...
6. Assign Permissions: Under the “Group Memberships” section, select the appropriate groups that correspond to the permission levels you want to assign (e.g., Admin, Editor, View Only).
7. Save and Send Invitation: Click “Save” to create the account. The new staff member will receive an email invitation to set up their password and log in.

FORMS

When getting an account create request they requester will also need to provide all the FORMS they want the new account to have access to.  To make things easier you can ask them which account you can duplicate.  Each level can override the previous one, with Person Level being the most specific

Person (User) - FORM - Permissions is under:

• User and resources
• Manage Staff Accounts
• Open the staff account
• Click the account one time
• Click Permissions
• Click Forms
• Check the columns the user needs access to
  Here is an example:

Duplicating another uses account

Clockwork Enterprise doesn’t natively support duplicating user accounts directly. However, you can manually create a new account with the same permissions and settings as an existing one. Here’s how you can do it:

1. Log in to your Clockwork Admin account.
2. Navigate to Users and Resources: Click on the “Users and Resources” tab.
3. Select Manage Staff Accounts: Within this tab, choose the “Manage Staff Accounts” option.
4. View Existing Account: Click on the existing account you want to duplicate to view its details.
5. Note Down Details: Take note of the permissions, roles, and any other relevant settings.
6. Add New Staff: Click on the “Add New Staff” button.
   1. Go back up and follow the instruction for: Creating a new account using Clockwork Admin, follow these steps
7. Enter Details: Fill in the new staff member’s information, matching the permissions and settings you noted down.
8. Record the Forms, under Permssions and add to knew user (see Forms above)
9. Save and Send Invitation: Click “Save” to create the account. The new staff member will receive an email invitation to set up their password and log in.

This method ensures the new account has the same settings as the existing one. If you need further assistance, feel free to ask!