How to Set Up a User Type with an Example

User Types are used to grant or restrict access to parts of the system. If the user is restricted to the part of the system, the module or functionality will disappear from their interface. 

Access may be granted or denied for one of two reasons:

• Security level within your company (your entry-level employees don't need to see all your sales for the past year);
• Job role (service managers may have the same rank as sales managers, both being managers, but to keep each the most efficient, they won't need to see the same things in the system.

Sales managers will want to see leads and sales orders, service managers will want to see work orders, for instance.

 

Example:

You want to set up a User Type for all of your sales reps.

You would grant them access to any function and report which would keep them productive and efficient, but restrict access to items they wouldn't need to see. For example, a sales rep may want to know if some items are in stock, so you might grant access to inventory. However, the same sales rep doesn't need to know your company's sales numbers for last year, so you would restrict that information.

As you go through all of the items in User Types, decide, for that job role or security level, if it is necessary to grant access/visibility or not, and when you're done, choose Save.

How to Set Up User Types

Details

1 - Give the User Type a name. Often this can be the same as the position (Sales, Service, Operations) that user is in and the level (Service Tech, Sales Manager).

2 - Assign a rank - Ranking gives a visual display of which user types have higher access than others. It also determines which employee records you have access to edit if you have access to edit employees, as well as determines what user types you are allowed to adding them (user types with lower rank then your own).

3 - Add a description to know exactly what the User Types functions and tasks are.

 

CRM

Edit Accounts - Should the user be able to edit any customers or accounts in your system?

Leads - Does the user need to access leads? Most service techs don't need to see leads.

• Edit
• View

Manage Email Lists - Does the user need to add to and edit the email list? This is best set for sales managers and your marketing team.

Reporting

Reports Screen - Does the user need to access reporting? Most front-line employees don't need reporting features, but your managers and executives might spend the vast majority of their day using reports.

Accounting Reports - Does the user need access to: Day End, AR Statements, Aged AR, Backdated Receivables, Cash Flow, Credit Memos, Customer Statement, Dated AR, Expenses, Email AR Statements, Email Customer AR Statements, Income Statements, Print Paid Invoices, Print Receivable Invoices, Payments Received, Receivable Listing, Finance Charges. 

Export & List Reports - Contact List, QuickBooks, Sage 50, Vendor Lists, Idealware and Transfer Files

Inventory Reports - Cost Changes, Cycle Count Statistics, Inventory Value, Product History, Received Inventory, Serial Numbers, Transfers.

Membership Reports - Does your company have memberships? If not restricted to pull this feature off the screen and make the user's system more streamlined.

Payables Report - Payables By Date, Payable Payments, Purchases From Vendor, Taxes Paid

Sales & Invoicing Reports - Comprehensive Sales, Account Invoices, Customer Rentals, Employee Sales, Quotes, Sales Journal, Sales Orders, Taxes Collected, Transactions, Vendor Sales, Statistics, Sales Leads Detailed Report, Active Quotes, Commissions By Employee, Discount By Date, Print Sales Orders, Recurring Receivables, Suspended Transactions

Scheduling Reports - When your employees shifts are scheduled for

Statistic Reports - Average Sale, Account Change History, Comprehensive Leads, Login History, Loyalty Points, Non-Selling Items, Products On Sale, Purchase Order Reasons, Sales Trends, Top Selling Items

Time Management Reports - Employee Hours, Employee Schedules, Project Tickets, Project Outcomes, Ticket Hours

 

Documents

Documents Screen - Ability to use the documents module.

Edit Document Categories - Should the user be able to edit document categories from their original form set up by the system administrator. Will this user type be able to create new document categories and change the folder structure.

Default Category Access - What access should all user types have set to default when creating document folders and individual documents. This can be overridden at the time of document or folder creation.

• Read Write & Delete
• Read & Write Only
• Read Only
• No Access

 

Inventory

Inventory Screen

Cycle Counts

Advanced inventory Detail

Edit Products

Product Administration

Edit Serial Numbers

Transfers 

 

Toolbar

What modules will the user see on the left-hand side toolbar. The user type must have access at this point to further access the functionality inside of the module. If the module is turned off in master settings, it will override the ability to allow users to access the module.

 

Accounting

Accounting Screen

Administer Cash & Tills

Audited Payment Process

Cash Flow Management

Credit List

Create Manual Credits

Commissions

Gift Card List

Contracts

Edit Invoices

Edit Rentals

Pay invoices

Deferrals at Checkout

Approve Discounts

Edit Pricing at POS

Add Shipping Charges

Receivables

Pay Receivables

View Decrypted Payments

Pay Payables

Period Administration

Purchase Orders

Quotes

Add/Edit Quotes

Rentals

Sales & Promotions

Touch Screen POS

 

Group & Position

Contact Groups

Customer Groups

Employee Groups

 

Videos

Edit Video List

View Videos

 

Sales Orders

Sales Orders

Pay Sales Orders

Pick & Pack

 

Staff Scheduling

Manage Holidays and Sick Days

View Other Calendars

Staff Scheduling

 

System

Edit & View Action Plans

Edit Locations & Regions

Edit Employee - Branches

Edit Employees

Edit Letters

Edit Product Departments

Edit Product Categories

Edit Shipping Companies

Exports

Settings

System Utilities

User Types

Vendors

• Edit
• View

 

Projects

Projects - Will the user be involved in projects? and will your staff be using the project module? Remember you can always turn it on at a later time.

Add & Edit Projects - Is the user allowed to create new projects along with the tickets for the project?

Manage Project Hours - Who can manage project hours, Managers? Foremen? or do you let front-line employees manage hours.

Lock Project Hours -

Post Time for Other Users - Managers or user can post time of hours spent on a project for other employees