Let's get to grips with the basics of User settings.
User Settings lets you control who can use the system, what they can do, and their profile information. These settings affect back-office and Web Portal users but do not influence engineers.
How to access User Settings
You can access User Settings by heading to the My Account menu and selecting User Settings.
The User Settings section has seven tabs all with different functionality.
You can edit personal details, change security settings, manage users, user group access, notifications and Web Portal Users.
My Profile
The My Profile tab gives you the option to change any of your details:
You can do this by clicking the edit icon at the bottom of the screen.
You can change your user image (aka company logo).
Users name
You can also enable email notifications.
*For the email notifications to work, you first need to assign an email address under the Contact section, a notification is for anything you've set yourself up as a recipient for in notification management, this is an additional prompt for this.
You can then edit the Address.
Contact details
Preferences
In Preferences you can change the appearance, language, Two Factor Authentication and User groups. In most cases you will have the same Tow Factor Authentication process for all users, however, this option allows you to turn it off and on.
View Branch Access Permissions
This area is used when you have multiple branches and is key for assigning users to them.
To assign the branches, click the text and select from the radio button list.
Manage Passwords
If you ever need to change your password, this is where it happens. Simply type in the new password, confirm it and you are good to go.
You can also reset other users passwords in the Reset Password tab.
From the drop down you can select the user type and then specify which user to send a new password to, they will receive it by email.
User Management
You can manage the users on the system here, what you can see about other users depends on your user permissions.
If you need to add a new user speak to your customer care representative.
Making changes to a user is simple! From the Action Tray, you can Edit, Activate or Deactivate a user.
If you deactivate a user, it will not automatically update any of the billing services. So, we recommend contacting the support team when a user leaves.
User Group Access
User Groups define what modules and access rights a particular user has. This is a sure way of limiting access when dealing with multiple users on larger systems.
You can edit an existing user group from the Action Tray or create a new one with the Add button.
In the window, assign a name and appropriate description.
Select the desired modules.
Lastly, choose what access rights you want.
Make sure to save your progress before moving on to the next section.
Each area of the system will have Create, Delete, Edit, and View rights. Some areas have specific rights.
To help the process, Service Geeni provides the Admin User Group with all features enabled allowing you to duplicate it, rename it, and then remove the rights you don’t want. This is useful as creating a User Group from scratch leaves these options blank.
You can then select the modules and rights you want to assign. Once you have made your selection, save and you are good to go.
Notification Management
Notifications alert individuals or groups in the system, they are set off by a trigger or event which you can configure. The notifications alerts are typically categorised by job role or module.
The question mark next to each notification will give some more information about it.
To enable a notification click the radio button.
Select a recipient by clicking the ellipsis (...).
Click include to confirm the selection.
Some notifications do not require a recipient, such as Draft PO over a month old Reminders, in this case, a notification will be sent to the user who has raised the item.
You can also set a delay on sending out the notifications for certain fields. The delay duration is measured in Days.
Each user selected will receive a notification when the event is triggered, those who have email notifications enabled will also get an email. Notifications will appear in the notifications section at the top right of the screen.
There are some common features against every notification.
Starting on the left, you can select individual notifications or select all to delete.
The notification details are in the middle of the screen.
The ellipsis on the right allows you to view, snooze, mark as complete, or in some cases, accept and reject.
As there are so many notifications to choose from, some useful notifications to have set up include Job Stock Purchases Order Goods Received in the Scheduling section.
This notification is good if you are expecting a stock item for a job, when that stock arrives in the system a notification is sent allowing the manager to schedule an engineer only once the parts have arrived.
Another useful notification is Jobs Raised By Customer Via Web Portal. If you grant your customers access to raise jobs from the Web Portal, you will not be aware of them unless this is enabled.
When choosing which notifications to enable, it is important to select the ones you need and not all of them as this will overpopulate the notifications received and potentially miss important ones.
Web Portal Management
The Customer Web Portal is Service Geeni's way of allowing your customers to access your system. If you need to manage your Web Portal users, this is where it's done.
Portal access is provided by creating ‘User Groups’; you need to specify which customer accounts and sites are visible by selecting the parent groups and divisions that the user group can access.
Create Parent Group / Divisions
Parent Group and Divisions are a way of limiting your customer's access to what sites and customer information they can see; this is important, so you don’t grant access to all the information on the system.
For example, Nando’s is the customer but has multiple divisions and multiple sites across the different counties in the UK. Each site could potentially have a manager and need for a separate Parent Group/ Division.
So, the first thing we need to do when setting up a customer’s access is to create a Parent Group and Division.
You can do this by heading over to the Records module from the menu bar and selecting Customer & Site Records.
This is where you can view all your registered customers.
You can edit an existing customer from the Action Tray, or create a new one with the add button.
Doing this will open the Customer Details section, where you can add and update information.
You can find the Parent Group and Divisions field in the account details area and to edit them, click on the ellipsis.
A new window will open showing you all the current parent groups and divisions for that customer.
Here you can edit an existing one, or add a new one.
To edit an existing one, click on the action tray and select the edit icon.
A window like this will open, allowing you to edit or create a new division.
If you want to add a Division to the Parent Group, fill in the Division field, click save and you are set.
Should you want to add a parent group, click the ellipsis and then the Add button.
In the text field type in your new parent group and click save.
The new parent group is added to the list, click on the name, add a division and click save.
You can create as many divisions for a parent group as you wish!
Click on the parent group you want to assign, and it will take you back to the Account details page.
You have successfully created a Parent Group and Division!
Create Web Portal User Group
The next step is to create a Web Portal user Group from the Portal Access Group Management tab. You have already covered User Groups in the User Group Access section.
Create a Web Portal User
Now that you've set all those details up, its time to create a Web Portal User.
You can add a new User with the Add button or edit an existing one via the Action Tray.
Fill in the details and assign a User Group using the ellipsis.
A notification will pop up confirming your new user has been added to the system.
Once the user is created, the email address assigned to them will receive an account created notification, they will then have to copy the link into a Google Chrome and select forgot password. They will be emailed a code to enter, then their new password will be sent to them.
You have successfully created a Web Portal User!
Message Management
The Message Management section allows you to push out messages to all your Web Portal users. You can edit an existing one or create a new one.
You can create a new message with the Add button.
Enter your message name, and define if this message will be sent Globally, so a message is sent to every Web Portal user, or to specific groups.
Use the ellipsis to select the desired group.
Type your message.
Save it.
A confirmation message will show, click yes and you are all done.
Congratulations! You have created a Web Portal Message.