The FranchiseLab user management screen allows administrators to manage all users of the system. This article will provide an overview of the user management screen, including how to add a new user, edit existing users, and manage user roles and statuses.
User List
The user management screen displays a table containing all users of the system. The table includes columns for the user's full name, email, last login date, role, and status.
User Status
The user's status indicates whether they are an active user, a pending user, or an inactive user. When a new user is added to the system, they will be on "Pending" status until they set up their password and log in for the first time. Once they have successfully logged in, they will be considered an "Active" user. If a user is no longer using the system, they can be marked as "Inactive," which will prevent them from logging in to the system.
If a user’s invitation has expired and they haven’t signed in within 7 days of being registered, an admin user will be able to resend their invitation via the user management screen.
User Roles
The user's role determines the level of access they have within the system. There are three user roles available: Administrator, Manager and User.
Administrators have full access to the system, including the user management screen, the billings and usage screen, and the system configuration. This includes Email Templates changes and assessment setting screen changes. If you have Groups functionality enabled, Administrators have access to all groups and data within all groups.
Managers, on the other hand, have restricted access to the settings, but they can manage and administer contacts, enquiries, and applications freely. If you have Groups functionality enabled, managers can only view and edit contacts, enquiries, and applications within their group.
Users cannot create contacts, enquiries, and applications. They can only view and edit enquiries and applications that have been assigned to them.
In a simplified table, this looks like the below:
Function | Adminstrator | Manager | User |
Settings, user management, configuration & billing | Yes | No | No |
Create contacts, applications and enquiries | Yes | Yes | No |
Edit all contacts, applications and enquiries | Yes | Yes | No |
View contacts, applications and enquiries assigned to me | Yes | Yes | Yes |
Edit contacts, applications and enquiries assigned to me | Yes | Yes | Yes |
If you have Groups functionality enabled, it looks like this:
Function | Adminstrator | Manager | User |
Settings, user management, configuration & billing for all groups | Yes | No | No |
Create contacts, applications and enquiries for all groups | Yes | No | No |
Edit all contacts, applications and enquiries for all groups | Yes | No | No |
Create contacts, applications and enquiries for my groups | Yes | Yes | No |
Edit contacts, applications and enquiries for my groups | Yes | Yes | No |
View contacts, applications and enquiries assigned to me within my group | Yes | Yes | Yes |
Edit contacts, applications and enquiries assigned to me within my group | Yes | Yes | Yes |
Adding A User
The first step to managing users is to add a new user. To add a user, click on the "Add New User" button at the bottom right of the screen. Fill in the user's first name, last name, email, mobile number, and role. The email must be unique and cannot be the same email as a user that already exists in the system (neither in this tenant, nor in any other tenants/brands). Once you have entered all the required information, click the "Invite User" button to send the user an invitation to join the system.
The user will receive an email with a link. Ensure that the user accepts this and sets up their account & password, as the link does expire.
Note that if a user’s email already exists on another account within a different brand, or has existed before and has been deleted, you may have trouble adding the user. In this case, we recommend using a different email, or reaching out to support.
Editing a User
To edit the details of an existing user, click on the ellipses (three dots) to the right of their row. This will display a dropdown menu with options to edit the user's details, deactivate the user, or make them an administrator. Click "Edit User" to update the user's name, mobile number, role, or status. You can also send a password reset link to an active user from this menu. Users can also reset their password without admin assistance by clicking on “Forgot your password” on the FranchsieLab login page.