Manage Users

Instructions to manage users

This guide explains how to create, edit, and manage users within the system. Only administrators or users with directory management permissions can perform these actions. 

TABLE OF CONTENTS

Introduction

Prerequisites

Create a New User

Edit an Existing User

Add User to Location(s)

Add User to Group

Role Notes & Access Rules

Troubleshooting & FAQs

Introduction

The Directory module allows administrators to manage users across the system. From here, you can create new users, edit user details, assign users to locations, and organize users into groups.

Prerequisites

• You must have Admin or User Management permissions to add or edit users.

• Each user must have a unique email address.

• Users must accept their email invitation to finish setup.

Create a New User

1. From the Main Menu, navigate to the Directory module.
   
2. Find the Add User to Company button. Select this button to access a widget to place a new user's information.
3. Fill in the required fields:
   • Name
   • Email Address
   • Role (Sales Person, Sales Manager, Admin, etc.)
4. (optional fields: Phone, Department, etc.)
5. Choose whether to:
   •  ✅ Send Invite Now – sends an email invitation immediately. 
     • ⚠️ Please note, do not send the email invitation until the users email has been created. Doing so will result in the invitation being hard bounced and blocked, requiring manual unblocking from our SMTP provider.
       
   • ❌ Save Without Sending – creates the user without sending an invite (you can send later). 
6. Save your changes.
   

Edit an Existing User

1. From the Main Menu, navigate to the Directory module.
   
2. In the Directory, locate the user you want to edit. 
3. Click the Edit icon next to their name. 
4. Update user information as needed.
   1. ⚠️ Please note, that changing a role may cause them to lose access to certain items or modules. 
   2. ⚠️ To adjust the user's location access, see the next section of "Add Users to Location(s)".
      
       

Add User to Location(s)

1. From the Main Menu, navigate to the Directory module.
   
2. Check the box next to their name to enable the Add User to Location button.
   

   Keep in mind, you can only add a user to a location after they have accepted their invite via email.

   
     
3. Select one or more locations to assign the user.
4. Save your changes. 

Add User to Group

1. From the Main Menu, navigate to the Directory module.
   
2. In the Directory Module, and select the Groups tab.
3. To create a new group, enter:

   • Group Name

   • Group Type (e.g., Sales, Operations, Dealers)

4. Add members to the group:

   • Select existing Users, Groups, or Companies.

5. Enter the information in the Name and Email fields, then select the type of group you are creating.
6. Once you have selected a type, select the users/groups/companies that you wish to create the group relationship with.  
7. Save your group.

? Tip: The Group Type determines which relationships and permissions are available. Be sure to select the correct type. 

When Sales Person role user is added to a location, they can only see what items they create. If they need to see everything for that location that other users may create, please update to a Sales Manager role.

Role Notes & Access Rules

• Sales Person

  • Can only see items they personally create.

• Sales Manager

  • Can see all items created by users in their assigned location(s).

• Admin

  • Full access across the system, including user management.

Troubleshooting & FAQs

Q: A user didn’t receive their invite. What should I do?

• Check that the email address is correct.

• Resend the invitation from the Directory.

Q: Can I delete a user?

• Users can be deactivated but not permanently deleted (to preserve history). Deactivation removes access.

Q: What if I assign the wrong role?

• Edit the user and reassign the correct role. Be aware that permissions update immediately.