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User account

This article provides guidance on managing a Maventa account, covering the API and UUID identifiers required for integration, modifying user settings, and managing users notification and login details. For admin users, it includes instructions on managing users and roles across multiple accounts, changing the admin user without interrupting the connection between Maventa and the accounting software, and restoring admin rights through customer service in exceptional circumstances.

User API key and company UUID

The user API key and company UUID are identifiers used to establish a connection between Maventa and the accounting software in use. These identifiers ensure that data moves securely and correctly between systems.

The API key enables the accounting software to authenticate and maintain secure data communication with Maventa. The company UUID is used to identify the correct company account in situations where the same user credentials have access to several different Maventa accounts.

To establish a connection, these keys are retrieved from Maventa, but their actual entry and storage take place within the accounting software being used.

Purpose of identifiers

  • API key: Enables accounting software authentication and data communication with Maventa

  • UUID identifier: Used to identify the correct company account when the same user has access to multiple Maventa accounts

💡 The company UUID is only necessary if your user account has rights to more than one Maventa account

Retrieving API key and company UUID from Maventa

The necessary identifiers can be found in the Maventa service by logging in via the official login page. After logging in, navigate to the Company details via the account settings. From this page, you can copy both the user API key and, if necessary, the company UUID for integration into the accounting software.

Follow these steps to find the required identifiers:

  1. Log in to Maventa via the login page

  2. In the Maventa account, go to: Settings > Company settings > Company details

  3. Copy the User API Key and, if needed, the Company UUID found on the page

⚠️ To ensure data security, it is extremely important to note that a full user API key must never be shared with outsiders. Sharing the API key to third parties constitutes a significant security risk

User's own settings

Through user settings, it is possible to maintain personal contact information and regulate email notifications sent by the service. Defining these settings ensures that the user receives the necessary information regarding invoice statuses in the desired manner.

Modifying user information

You can access your own settings in two ways:

  1. By selecting Personal settings from the menu under your name in the top right corner of the Maventa account

  2. In the Maventa account, go to: Settings > Personal settings > Details

On this page, it is possible to change and update the first name, last name, and phone number of the user account. This view also displays the user API key and company UUID. These are the same identifiers visible in the Company details settings.

Managing notification settings for a user account

User-specific email notifications sent by the service can be adjusted as needed. It is important to note that selections made in the "Personal settings > Details" section apply only to the user's personal notification settings and are user-specific.

If the intention is to modify company-wide invoice notification settings, they can be found in the Maventa account settings under: Settings > Invoice settings > Invoice notifications

 

By selecting the option to block notifications for e-invoices transmitted within Maventa, messages related to invoice status updates to the sender can be disabled. If you also wish to disable notifications regarding incoming invoices, the option to block all email messages can be selected.

  • Block notifications for e-invoices transmitted within Maventa: If an e-invoice is delivered inside Maventa network, i.e. both sender and recipient use Maventa as their operator, Maventa sends additional notifications to sender's email when the invoice status is updated

  • Block all email messages: No notification messages are sent to the user by Maventa. This does not apply to critical notifications, such as invoice errors

📌 Notification setting restrictions do not apply to critical notifications. The system always sends an automatic notification for invoices that have ended up in an error state, even if other optional email messages have been blocked for the user account.

This ensures that potential errors always come to the user's attention and can be corrected without delay

Instructions for changing user's password and email address

Taking care of user account security is of primary importance, and it is recommended to update login details regularly or as needed. In the Maventa service, a user can manage both their password and the email address used as their username through their own settings.

Changing the user account password

Changing the password while logged in is done by navigating to the Login details section. From this view, select the link that allows for the modification of the password and two-factor authentication. The system will guide you to enter the current password as well as a new password.

Once the new password meets the set security requirements, the changes can be updated. Note that after changing the password, the system will automatically log the user out, and they must log back into the service using the new password.

Follow these steps to change your user account password:

  1. In the Maventa account, go to: Settings > Personal settings > Login details

  2. In the Change password view, click the link: "You can edit the login details such as password and second factor authentication methods from here."

  3. The password change can be done in the Password & 2FA section. Follow the instructions to enter the current and new password. Once requirements are met, update your password

  4. After the password change, the user is automatically logged out, and you must log back into Maventa with the new password

ℹ️ If the password is forgotten and logging into the Maventa account is not possible, the password can also be reset directly from the Maventa login page. In this case, use the Forgot your password? function, which sends instructions via email for setting a new password

This ensures access to the account even in situations where the current password is unknown

Changing the user account email address

Changing the email address requires logging into the service and navigating to the Login details section. From this view, select the link that allows for the modification of the password and two-factor authentication, where the system will guide you to enter the current password and the new email address. The email address is modified by following the provided confirmation process.

After the update, you will log into Maventa with the new email address, but the password and two-factor authentication settings will remain unchanged.

Follow these steps to change your user account email address:

  1. In the Maventa account, go to: Settings > Personal settings > Login details

  2. In the Change password view, click the link: "You can edit the login details such as password and second factor authentication methods from here."

  3. The email address change can be done in the Account section. Follow the instructions to enter your password and the new email address.

  4. Follow the confirmation process sent to your email

  5. After the email address change, the user can log into Maventa with the new email address

ℹ️ In certain situations, account information must be updated through customer service. If the intention is to change the email address linked to a Maventa user account and an already existing Connect user, it is recommended to contact Maventa customer service. The same applies if access to the old email address is lost, and the confirmation process cannot be completed independently by the user.

Our customer service contact details can be found here: Contact information

Creating and managing users

To ensure data security, every user of the service must have a personal user account. Authentication uses a user-specific authenticator application installed on the user's own phone or computer. The admin users (Admin) of the company account is always responsible for adding new users and managing access rights.

💡 User management can also be performed from the software side using an API interface. Utilizing the interface allows for more automated management of user data and rights directly from the accounting software in use

Technical instructions and further details on this implementation method can be found here: Maventa documentation - Users

Creating a new user to a company account

Adding a new user begins by logging into the service and navigating to the Users section of the account settings.

Follow these steps to add a new user to the company's Maventa account:

  1. In the Maventa account, go to: Settings > Company settings > Users

  2. Click the Add user button found in the view

  3. Select the user's role in the company (User or Admin) and fill in the User details

  4. Click the Save button

After this, the system sends an email notification to the person being added, which contains an activation link. By clicking the link, the user can activate their user account and proceed to log into the service from the Maventa login page. During the first login, the user sets up the mandatory two-factor authentication.

It is important to note that new access rights only take effect once the user account has been activated and two-factor authentication has been configured.

If the user already has an existing Maventa account, they will be linked to the specified companies immediately.

Creating a new user to multiple company accounts at once

It is also possible to add a new user to several company accounts simultaneously. This is done by selecting the More companies option during the user addition described above.

This view lists all the company accounts where the logged-in admin user has Admin rights. There are two ways to define access rights:

  • Rights can be granted individually by selecting either the Admin or User role for each company separately. If the role is set to No role, the user will not have access to that company

  • Alternatively, a role can be assigned en masse to all selected companies using the buttons above the company listing (All User, All Admin, or All No role). This speeds up administration, especially when there are many company accounts and you want to grant uniform rights at once

The same user account activation process applies to multiple account additions: the system sends an activation link to the new user's email, through which the user account is activated and two-factor authentication is configured. Access rights take effect only after these steps.

💡 If the user already has an existing Maventa user account, they are linked to the selected company accounts immediately, and there is no need to activate the user account

Managing user rights

In the Maventa service, admin users of a company account can manage the rights and roles of current users. This includes adding new users, editing existing information, and, if necessary, unlinking user accounts. It is important to note that every company account must always have at least one active admin user.

The modification of user rights takes place in the same view as adding new users. Managing the rights of current user accounts begins by logging into the service and navigating to the Users section of the account settings. All users linked to the company account are listed under the Listing company users view. When a user account whose current role needs modification is selected from the list, the system opens a more detailed management view.

For the selected user account, the role and access rights can be modified for several company accounts simultaneously. The management view lists all company accounts where the logged-in admin user has Admin rights. This allows for updating a user's rights to several different companies at once without the need to log into each company account separately.

The same principles are followed in updating access rights as in adding a new user:

  • Rights can be modified individually by selecting either the Admin or User level for each company separately. If the role is set to No role, the user will then have no access to the company

  • Alternatively, a new role can be assigned to the user en masse for all selected companies using the buttons above the company listing (All User, All Admin, or All No role)

📌 Changes made have an immediate effect on the user's rights

Changing and removing an admin on a company account

Changing Admin rights is done by first adding a new admin user to the account, after which the old admin user can be removed if necessary by reassigning their role to No role. Before unlinking the old admin user, ensure that the new person has sufficient rights to manage the account.

Consideration for API connection and user API key

Particular attention should be paid to the API connection between the accounting software and Maventa, which is often based on a specific user's API key. If a user whose personal API key has been entered into the accounting software is removed from the account, the connection between systems is cut immediately. This prevents the sending and receiving of invoices.

To avoid a connection break, a new user must be created first. After this, the new user's API key is retrieved from Maventa and entered into the accounting software in place of the old user API key. Only once it is confirmed that the accounting software is using the API key of the new admin user remaining on the account can the old admin user be safely unlinked from the company account.

Instructions for restoring administrator rights in exceptional circumstances

If the email addresses of the admin users on the company's Maventa account are no longer in use, or if none of the current users can log into the account, adding a new admin user requires contacting Maventa customer service. In such cases, a new user is added to the account as an administrative measure using an electronic Visma Sign signature form, following data security practices.

The request to add a new admin user must be submitted to Maventa customer service. The request must specify the admin user (email address) to be added to the company account. The request must always come from a person who has official signing authority for the company.

Our customer service contact details can be found here: Contact information