Managing Users
Permission Required
You must have Administrator permission to add, edit, disable, or manage users.
To give someone this authority, add the Administrator role to the user’s profile.
Adding a User
You can add a new user in either of these ways:
- Select Add User from the Users menu.
- Open Manage Users, then select Add Another User in the upper-right corner of the Company Users screen.
Both options open the User Details screen.
Complete the User Details
Enter the required information, including:
- User contact and account information
- One or more user roles
- Affiliated stations
- Contract approval authority, if applicable
Select Add User to create the account.
For information about approval permissions, see Setting Up Contract Approval Authority.
Managing Existing Users
Select Manage Users to open the Company Users screen. This screen displays each user:
- Assigned role or roles
- Affiliated stations
- Contract approval authority
- Account status
To edit a user:
- Select the user’s name or the pencil icon in the Action column.
- Make the necessary changes on the User Details screen.
- Select Update User to save the changes.
User Roles and Permissions
Sales Roles
Account Executive
Designed for sales representatives. Account Executives can:
- Access their own contracts and production orders
- View financial information for their assigned clients
Sales Manager
Manages an individual team of Account Executives.
Use this role when an organization has multiple sales teams, each with its own manager. Select Sales Manager only for users who manage an individual sales team.
Group Sales Manager
Provides broader access across sales teams.
Use this role in the following situations:
One sales team
If a station group has one sales team and multiple people need access to all contracts and related items:
- Assign Group Sales Manager to each person who needs full access.
- Do not also assign the Sales Manager role to those users.
Multiple sales teams
If a station group has multiple sales teams and managers:
- Assigning Group Sales Manager only to users who need to view pipeline information for all sales teams within the station group.
- Assign Sales Manager to users who manage an individual team of Account Executives.
For additional guidance, see Establishing the Sales Team Hierarchy.
Sales Assistant
Provides access similar to the Sales Manager role but does not allow the user to override pricing restrictions.
Allow Account Executive to Override Daypart Pricing
Allows an Account Executive to change the default pricing within a broadcast schedule’s daypart.
Administrative Roles
Administrator
Provides full administrative access to the company’s system, including:
- User management
- Station management
- Company defaults and settings
- Access to all system data
Assign this role carefully because it provides broad system authority.
Activity Access for Non-Sales Users
Allow a non-sales user to create and manage activities.
Allow User to Delete Activities
Allows a user to delete activities that the user created.
Client Import Permission
Allows an authorized user to bulk-import client information in the required format, reducing manual data entry.
Contact WAVSTAR Support for assistance before performing a client import.
Cart Update Permission
Allows a user to update the cart number field in a production order. The Traffic Manager role also includes this permission.
Custom Daypart
Allows a user to edit a daypart:
- Start time
- End time
- Length
- Rate
Open/Close Production Order
Allows a user who is not a Production Manager to open and close production orders.
Production Roles
Copywriter
Designed for users who write advertising copy. Copywriters:
- See only the spots assigned to them
- Do not receive access to financial information, client information, or contracts
On-Air Talent
Provides the same access as the Spot/Voice Producer role but uses a different title for easier administration.
Production Manager
Provides full access to all production orders.
This role does not provide access to financial information, client information, or contracts.
Spot/Voice Producer
Designed for users who record voice work or produce spots. Spot/Voice Producers:
- See only the spots assigned to them
- Do not receive access to financial information, client information, or contracts
Traffic Manager
Provides broad access to:
- Client information
- Contracts
- Production orders
- Financial information
- Pipeline information for all Account Executives
This role is similar to the Sales Manager role but includes different restrictions and operational permissions.
View-Only Permissions
View-only permissions allow a user to see all records within a selected category without editing them.
Available view-only categories may include:
- Companies and contacts
- Clients
- Quotes and contracts
- Production orders
- Combined categories containing several record types
A user with view-only permission cannot update those records unless the user also has another role or assignment that provides editing access.
For example:
- A Standard User may edit records owned by or assigned to that user.
- An Administrator may edit all records.
- A user assigned directly to a specific record may be able to edit that record.
Resetting a User’s Password
To reset a password:
- Open the user’s profile.
- Select Reset Password.
- Confirm the reset if prompted.
After the password is reset:
- A notification confirms that an email was sent.
- The user receives an email containing a temporary password.
- The user signs in with the temporary password.
- After signing in, the user should open the profile page and update the password in the Change Password section.
Disabling a User
Disabling an account is recommended when a user leaves the company or should no longer have system access.
To disable a user:
- Open the user’s profile.
- Open the Status menu.
- Select Disabled.
- Select Update User to save the change.
Disabling the account preserves the user record while preventing further access.