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How do I add a new location and user

This article will take you through the steps of properly configuring a new user and location.

S
Written by Support Manager
Updated over 2 years ago

To add a new user and new location to your platform. The first thing you need to do is make sure you are in the correct Organization where the user and the location are going to live. Best Practices state that the User, Location, and User filter will all be in the same organization. If you have a multi-org environment, change orgs and navigate there now.

Here is a quick summary of what we are going to do.

  1. Create the Hierarchy Tags for the new location by going to Tags.

  2. Create the User Filter for the new location in Filters.

  3. Create the new location in Locations:

    1. Make sure to add the hierarchy tags.

    2. Make sure to assign the new User Filter.

  4. Create the User account and add the proper hierarchy tag.

Let's show you how to do this.

I have a new location that is going to be coming online. Here is the information I have for the location:

  • Location Name: Comedy Works

  • Location Address: 1226 15th Street Denver Colorado 80126

  • Location Hierarchy: Denver District, West Region

  • Store Account email address: comedyworks@test.com

I know that the hierarchy for the location needs to include the following levels. Your hierarchy can have as many or as few levels as needed for your organization but a store hierarchy must always include the Store Level and Corporate Level.

To define these levels in the system I am going to create the following tags for each level in the organization.

  • Store Level: Comedy Works (should be named exactly as the Location Name)

  • District Level: Denver District

  • Region Level: West Region

  • Corporate Level: All Locations

  1. Tags:

    1. Go to Admin - Tags

    2. You will need to create/confirm that you have the following tags in the platform before proceeding to the next step.

      1. Comedy Works

      2. Denver District

      3. West Region

      4. All Locations

    3. For instructions on how to enter tags, click here.

  2. User Filters

    1. We now need to create a new User Filter for the location. For more information on creating User Filters, click here.

    2. Go to Admin - Filters - User and click + New Filter in the upper right corner.

    3. Name the User Filter the same name as the store, in this case, Comedy Works.

    4. Then on the first row, add the Comedy Works Tag.

    5. Press + and add another filter parameter.

      1. When you press plus the operator is going to default to And Also you want to switch that too Or Else.

      2. For a standard User Filter you only want to use Or Else and Tagged With Logic.

      3. Add the next tag: Denver District.

    6. Repeat this process until your filter has all 4 hierarchy levels in it.

    8. When you are done building your User Filter Click Create Filter.

      1. Note that you won't have results until you create your filter and the platform has a couple of minutes to run the filter and gather results. You don't have to wait for this process to finish, you can move on to the next step.

  3. Create Location

    1. Go to Admin - Locations - + New Location

    2. Create the Location by entering the name, tags, and address. For more information on how to create a location, click here.

    3. Make sure to include all four hierarchy tags on your location.

    4. Make sure to select the User Filter from the User Filter Drop Down.

    5. Your Location Should look like this when configured.

    7. Notice how we named the User Filter, the Location, and the Location Tag exactly the same. That is a naming convention and you should always name things exactly the same when possible. It makes it much easier to keep track of the different entities in the system.

  4. Create User

    1. Go to Admin - Users - + New User

    2. For more information on creating Users, click here.

    3. We need to create the User Account for this location.

    4. Enter all of the information.

    5. For the Tag because this is a Store Level Account we have to tag the User with Comedy Works.

      1. If this was the Denver district manager then we would tag that User with Denver District.

      2. If this was the regional manager we would take them with Western Region.

      3. If this was a corporate employee who can see all locations we would tag them with All Locations.

      4. Locations and User Filters will always have multiple hierarchy tags, Users will always only have 1 based on their level in the hierarchy.

    6. Your user account should look like this.

  • You have now created a new location and user that are fully configured.

  • The key to ensuring that a user sees the locations that they are supposed to see is tag agreement between the User, the Location, and the User Filter assigned to the location.

  • When the User is tagged with a tag that appears on the location and in the Location's User filter that is tag agreement and that is what is necessary for the platform to work as designed.

  • Rember you have to select the user filter on the location for it to do its magic.

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