Adding a User:
Learn More: Managing Users
In order to add and update a user you must have the authority to do so, (to allow a user this authority, add "Administrator" permission to the user profile).
By clicking on the "Add User" box you will open the User Management screen where you can add a new user.
You can also add a new user from the "Company Users" screen by clicking on the "Add Another User" box located on the upper right side of the screen.
By clicking on the "Manage Users" box you will open the Company Users screen where you can view and edit user accounts.
From the User Details screen add the information for a new user and press the "Add User" button to save the new user.
When adding a new user refer to the "User Role(s)" permissions to select the user role(s). You will also need to select the stations the user is affiliated with and designate (if any) contract approval authority.
For more information on Contract Approval Authority see: "Setting up Contract Approval Authority"
User Accounts can be viewed easily on one screen, displaying their role, affiliated stations and if they have been granted approval authority.
User Roles and descriptions:
Account Executive: Sales person. Access to their own contracts and production orders. Has access to financial information for their clients only.
Activity Access for non Sales Users: Allows the ability to create and manage activities.
Administrator: Sets up and administers system for company. User and station management, set defaults for company, ability to see all data in the system.
Allow Account Executive to Override Daypart Pricing: Allows an Account Executive to change the default pricing within the broadcast schedule daypart.
Allow User to delete Activities: Allows the user to delete their own activities.
Cart Update Permission: Allows the user to update the cart number field in a PO. The Traffic manager role also has this authority.
Client Import Permission: Allows authorized user to perform a bulk import of client information in a specified format avoiding manual entry of existing client data. (please ask for our assistance with imports)
Copywriter: Access for those who will write copy for spots. They will only see spots they are assigned to. Does not grant access to financial information, client info or contracts.
Custom Daypart: allows a user to edit start time, end time, length and rate
Group Sales Manager:
For Station Groups with only one Sales team that require more than one person to have access to ALL Contracts and associated items:
- Select Group Sales Manager for each person who needs that access. DO NOT select Sales Manager for those users.
For Station Groups with more than one Sales team and multiple Sales Managers who manage their own team:
- Select Group Sales Manager for only those users who you wish to see the pipeline information for ALL of the Sales teams in the Station Group.
- Select Sales Manager only for those users who manage individual teams of Account Executives.
*See Establishing Sales Team Hierarchy for details.
Open/Close Production Order: This allows a user who IS NOT a Production Manager to open and close a production order.
On-Air Talent: Same as Voice/producer with a different title to allow for ease of administration.
Production Manager: Will have full access to all production orders. Does not grant access to financial information, client info or contracts.
Sales Assistant: Similar access as sales manager but will not be able to override pricing restrictions.
Sales Manager: For management of individual teams of Account Managers.
For Station Groups with only one Sales team that require more than one person to have access to ALL Contracts and associated items:
- Select Group Sales Manager for each person who needs that access. DO NOT select Sales Manager for those users.
For Station Groups with more than one Sales team and multiple Sales Managers who manage their own team:
- Select Group Sales Manager for only those users who you wish to see the pipeline information for ALL of the Sales teams in the Station Group.
- Select Sales Manager only for those users who manage individual teams of Account Executives.
*See Establishing Sales Team Hierarchy for details.
Spot/Voice Producer: Access for those who will do voice and or produce spots. They will only see spots they are assigned to. Does not grant access to financial information, client info or contracts.
Traffic Manager: Will have full access to all client info, contracts and production orders. Grants access to financial information. Full access to all pipeline information for all account executives. Similar to Sales manager with some restrictions.
View Only Permissions: (View only all: Clients, View only all: Companies and Contacts, View only all: Companies, Contacts, Clients View only all: Quotes/Contracts, Production Orders, View only all: Production Orders, View only all: Quotes/Contracts) Gives a user the ability to view everything in that category (Company/contact, Client, Contract, and Production Order’s) but without the ability to update. If they have stronger permissions, (Standard User) they can edit their own. (Admin) can edit all. A user can also be assigned to a category item that grants them the ability to edit it.
Managing/editing a User
You can edit a user by clicking on the pencil under the "Action" column or by clicking on a user name. This will open the user details page for you to make changes. Remember to click on the "Update User" button to save your changes.
Resetting a User Password
You also have the ability to reset a user password by clicking on the "Reset Password" button.
When a password has been reset a notification will appear alerting you that an email has been sent to the user.
The user will receive an email advising them their password has been reset. A temporary password will be generated for the user. They will need to log in using this password. Once logged in the user should go to their profile to update their password.
The user can update their password under the "Change password" section of their profile page.
Disabling a User
You can also disable a User by clicking on the arrow under the "Status" field, which will open a drop-down list for you to select 'Disabled" .
This option is beneficial when a user leaves the company.
