Manage Users and Permissions

Users with Dealer Administration permissions to a location can add and remove users to their location.

• User Permissions
  • Portal
  • Location
  • Insite Reporting
  • Workflow Assignment
• Add a User
• Edit a User
• Remove a User
• Reset a User's Password

User Permissions

Portal

Portal is your jumping off point to the application. It’s where you can see your locations, access release notes and training, or update your User Profile.

All users have access to the Portal, but you can also give users two other types of permission to access it, which include:

• Dealer Administrator
• Global Translator

Dealer Administrator

For users that need to manage user access to the dealer location.

They can:

• Manage general contact and location information for the dealer location.
• Add and remove users for the dealer location.
• Set user permissions for the dealer location.

NOTE: This permission does not give the user the ability to manage and configure within the Location database. To do that, they need additional permissions in Location, such as General Manager.

Global Translator

For users that need to handle language translations for the dealer location.

They can:

• Authorize global translations of the system.

Location

On your Permission Editor page, your dealer location’s name will appear at the top. So, we’ll refer to this section as Location.

Your Location is where all the work is done in the application. It’s where you can create and manage cases and service requests, view or manage assets and customers, and configure the system depending on your permissions.

Users do not have access to Location by default. You must give users at least one type of permission. If you give them multiple, they’ll be able to perform the actions of all the permissions you selected. The types of permission include:

• General Manager
• Parts Counter Rep
• Parts Manager
• Service Advisor
• Service Manager
• Technician

General Manager

For users that oversee the dealer location.

They can:

• Add and remove users for the dealer location.
• Create and manage cases, assets, contacts, and customers.
• Manage service requests.
• Send and receive notes.
• Use the calendar.
• Manage customer names.
• Add and remove attachments to customers.
• Access the Admin tools.

Parts Counter Rep

For users that need to enter parts for each operation in a case.

They can:

• Create and manage cases, assets, contacts, and customers.
• Manage service requests.
• Send and receive notes.
• Use the calendar.

Parts Manager

For users that oversee the work of Parts Counter Reps and need to manage the parts available at the dealer location.

They can:

• Create and manage cases, assets, contacts, and customers.
• Manage service requests.
• Send and receive notes.
• Use the calendar.
• Manage customer names.
• Add and remove attachments to customers.
• Access the Admin tools.

Service Advisor

For users that need to communicate changes and approvals with the customer.

They can:

• Create and manage cases, assets, contacts, and customers.
• Manage service requests.
• Send and receive notes.
• Use the calendar.

Service Manager

For users that oversee the work of Service Advisors and need to manage the services available at the dealer location.

They can:

• Create and manage cases, assets, contacts, and customers.
• Manage service requests.
• Send and receive notes.
• Use the calendar.
• Manage customer names.
• Add and remove attachments to customers.
• Access the Admin tools.

Technician

For users that need to diagnose and perform service on the assets.

They can:

• Create and manage cases, assets, contacts, and customers.
• Manage service requests.
• Send and receive internal notes.
  (Customers will not see Technician notes.)
• Use the calendar.

Insite Reporting

Report User

For users that need access to the Insite reporting application.

When saved, the system will create an Insite account for the user, so they can access Insite.

The user will see an Insite button on the left toolbar of Pricing and (only if they have permission to the Admin tools) on the Reports Area page. When clicked, it’ll open up Insite in a new browser page.

Workflow & Notes

Workflow Assignment

Selected for users by default. When selected, the user will appear in the Assign To list on the Workflow tab of a case and will be eligible for other users to assign them to that case.

Unselect this option for any users that don't need to be assigned to cases. By removing unnecessary users from the Assign To list, other users can’t accidentally assign a case to them, and it’ll be easier for everyone to skim the list of possible assignees.

Add a User

To add a user to your location:

1. If you’re not already on the Portal page, click Portal from the top menu bar.
2. From the My Locations list, click the [Manage] link next to the location in which you want to add a user.
   
3. In the Add User section, enter the email address of the user, then click FIND USER.
   
   

3. If an account for the user does already exist, the Permission Editor page will display.
   • If necessary, you can update the appropriate permissions for the user and click SAVE PERMISSIONS.
   • If the user forgot their password, they can use the FORGOT PASSWORD option on the Portal Login page.
4. If the user does not already exist, a message will display to tell you.
   Enter the email address for the new user, and click CREATE USER.
5. On the User Details tab, enter as much of the information as you can, but specifically:
   • Username
   • Job Role
   • Password (click the ? button to view Password Requirements)
   • First Name
   • Last Name
   • Email
     
6. Enter in any other applicable user details.
7. When finished entering user details, scroll to the bottom and click CREATE NEW DEALER USER.
8. On the Permission Editor page, select the desired permissions, then click SAVE PERMISSIONS.
   
   Once the permissions save successfully, a green banner will display at the top of the Current Users page. The new user will appear in the list of users for the location.
9. Provide the new user with their username and password.
   They can now log into the application.

Edit a User

You can add or remove permissions for a user as well as edit anything about their account except for their username, email address, or password.

To reset their password, see below: Reset a User's Password

NOTE: Any time you make a change to the user's account, they will receive an email notification telling them what was changed.

After you submit any changes to a user's permissions, the next time the user logs in or goes to another page (if they're already logged in), the new permissions take effect.

To edit the profile or permissions for a user:

1. If you’re not already on the Portal page, click Portal from the menu bar.
2. From the My Locations list, click the [Manage] link next to the location the user belongs to.
3. On the Current Users page, click the [Edit] link next to the user you want to edit.
   Two tabs will appear on the Edit User page:
   • User Profile: where you can edit any details about their account except for their username and password
   • Permissions: where you can add or remove the permissions they have to that location
4. Select a tab and make your changes as needed.
5. Click SAVE CHANGES or SAVE PERMISSIONS as needed. 

Once the changes are saved successfully, a green banner will display at the top of the Current Users page. The user will notice the changes the next time they log in or refresh their screen (if they're already logged in).

Remove a User

Users are never deleted from a system. Only removed so that they no longer have access. This allows their data to remain after their permission is taken away.

To remove a user from your location:

1. If you’re not already on the Portal page, click Portal from the menu bar.
2. From the My Locations list, click the [Manage] link next to the location in which you want to remove a user.
   
3. On the Current Users page, click the [Edit] link next to the user you want to remove.
4. On the Permission Editor page, uncheck all activated permissions, then click SAVE PERMISSIONS.

Once the permissions are removed successfully, a green banner will display at the top of the Current Users page. The user will no longer appear in the list of users for the location.

Reset a User's Password

If a user is having trouble with their password, you can reset it for them by triggering an email to them that will allow them to reset it for themselves.

To reset a user's password:

1. If you’re not already on the Portal page, click Portal from the menu bar.
2. From the My Locations list, click the [Manage] link next to the location the user belongs to.
3. On the Current Users page, click the [Edit] link next to the user you want to edit.
4. On the Edit User page, make sure you're on the User Profile tab and scroll down to the Password section. 
5. Click RESET PASSWORD.

An email will be sent to the user's email that is listed on their User Profile. If they do not receive, make sure they check their Junk folder.