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Administration Help

Administration guides and videos show you how to manage users, roles, and system settings in XSite. You’ll learn how to add or remove users, set permissions, and control access to different parts of the back office. These simple tutorials help you keep your system secure and ensure that every team member has the right level of access.

How do I add a supplier?

Adding suppliers in XSite helps you keep track of where your products come from and makes ordering faster and easier. This guide walks you through how to add a new supplier in both XSiteIO and XSite Classic.

Adding a Supplier in XSiteIO
  1. From the left-side menu, go to ‘Price Book’ > ‘Inventory’ > ‘Suppliers’.
  2. Click the ‘+’ icon in the top-left corner to start a new supplier entry.
  3. XSite will automatically create a unique Supplier ID for you.
  4. Enter the supplier’s name next to the ID.
  5. Fill in the other details:
    • Account Number
    • Primary Contact
    • Phone Number
  6. Any other relevant information
  7. Click the ‘Add’ button on the right to save the new supplier.
Adding a Supplier in XSite Classic
  1. From the left-side menu, go to ‘Administration’ > ‘Suppliers’.
  2. A unique Supplier ID will be created automatically at the top of the screen.
  3. Next to the ID, enter the supplier’s name.
  4. Fill out the rest of the fields:
    • Account Number
    • Primary Contact
    • Phone Number
  5. Any other important details
  6. Click the ‘Add’ button on the right to save the new supplier.
How do I add a region?

Regions let you group your store locations by area—like East, West, or Central—so you can view reports and manage stores more efficiently. This guide shows how to set up new regions in both XSiteIO and XSite Classic.

Adding a Region in XSiteIO
  1. Click the settings icon in the bottom-left corner of the screen.
  2. From the popup menu, select ‘Regions’.
  3. In the ‘Id’ column, enter a number to identify the new region.
  4. In the ‘Name’ column, enter a name for the region (e.g., Eastern Region).
  5. In the ‘Category’ column, use the dropdown to pick one of the following:
    • Default – general grouping for sites
    • Reporting – for custom reporting groups
    • District – for local area divisions
    • Province – for provincial grouping
    • State – for state-level grouping
    • Area – for flexible use
  6. Click the ‘Add’ button to save the region.
Adding a Region in XSite Classic
  1. Go to ‘Administration’ in the left-hand menu.
  2. Select ‘Regions’.
  3. In the ‘Id’ column, enter a number to identify the region.
  4. In the ‘Name’ column, type the name of the region.
  5. In the ‘Category’ column, use the dropdown to choose one of the following:
    • Default
    • Reporting
    • District
    • Province
    • State
    • Area
  6. Click the ‘Add’ button to save your new region.
How do I edit a region?

Editing a region in XSite helps you keep your site groups and contact info up to date. Whether you’re renaming a region, updating its category, or assigning stores and managers, this guide walks you through the steps in both XSiteIO and XSite Classic.

Editing a Region in XSiteIO
  1. Go to the Settings icon in the bottom-left corner and select ‘Regions’.
  2. Find the region you want to update by clicking its ‘Id’ or ‘Name’.
  3. In the General Information tab:
    • Update the External Identifier (optional).
    • Edit the Region Name.
    • Choose a Category (Default, Reporting, District, Province, State, or Area).
  4. Click the Sites tab:
    • Select or deselect sites to include or remove them from the region.
    • Changes save automatically.
  5. Click the Contacts tab:
    • Enter a Name, Phone, Mobile, and Email for a contact person.
    • Click ‘Add’ to save the contact.
Editing a Region in XSite Classic
  1. Go to ‘Administration’ in the side menu and select ‘Regions’.
  2. Find the region by clicking on its ‘Id’ or ‘Name’.
  3. In the General Information tab:
    • Edit the External Identifier, Name, and Category.
  4. Go to the Sites tab:
    • Select or unselect sites as needed. Changes save automatically.
  5. Go to the Contacts tab:
    • Fill in the contact’s Name, Phone, Mobile, and Email.
    • Click ‘Add’ to save.
How do I add a new user?

Adding users in XSite helps you control who can access the system and what they can do. Whether you’re assigning employees to a site or limiting their access, this guide shows you how to set up a new user quickly and securely.

Adding a New User in XSiteIO
  1. Click the Settings icon in the bottom-left corner and select ‘Users’.
  2. In the Users section, a blank new user row will automatically appear.
  3. Fill in the required fields:
    • User ID – a unique name for the user.
    • Name – the login name (use lowercase, one word if possible).
    • Password – choose a secure password.
    • Site Assignment – select which store site this user will be linked to.
  4. Click the ‘Add’ button to save the new user.
  5. To manage access, click the user’s User ID.
  6. Toggle ‘User Type’ to Limited if you want to restrict their access to only editing items at their assigned site.
Adding a New User in XSite Classic
  1. Go to ‘Administration’ in the side menu and click ‘Users’.
  2. Click ‘Add’ to create a new user.
  3. Enter the required details, including User ID, Name, Password, and Site Assignment.
  4. Click the ‘Add’ button to save the user.
  5. Click the new user’s User ID to adjust access.
  6. Set the ‘User Type’ toggle to Limited if needed to restrict editing access to just their site.

Note: Setting the right access level is important for protecting your store’s data. Review user access regularly to ensure only the right people have editing permissions.

How do I change my password?

If you remember your current password, you can update it directly in the XSite system. If you’ve forgotten it, you’ll need to call XSite Support to reset it.

Forgot your password? Call XSite Support at 1-888-346-0864 to reset it.

Changing Your Password in XSiteIO
  1. Click Settings in the bottom-left corner and select Users.
  2. Find your email ID in the list and click on it.
  3. On the right side of the screen, click Change Password.
  4. Enter your current password, then type and confirm your new password.
  5. Click Change to save your new password.
Changing Your Password in XSite Classic
  1. Click Settings in the side menu and select Users.
  2. Find your email ID in the list and click on it.
  3. At the top of the screen, click Change Password.
  4. Enter your current password, then type and confirm your new password.
  5. Click Change to save your new password.