Employee Roles & Permissions allow the creation of designated roles that customize access and permissions. These roles, and their access and permissions, can then be assigned to employees. Additional permissions can be added later to the employee when necessary.
Note: It is recommended that each employee role be given the minimum permissions necessary to operate the system, as changes to permissions for individual employees will only allow for additional permissions. It is important to know that access and permissions granted to an employee based on their set Employee Role cannot be removed for individual employees.
TABLE OF CONTENTS
Editing or Adding Employee Roles Access
Creating general permissions for each role can help quickly assign permissions to each employee with that particular role. When creating an individual employee profile, you may grant additional permissions. Adding new roles and editing pre-existing roles follow the same process.
Note: The lock icon indicates a system role that cannot be edited, cloned, or deleted. Assigned Employees will be listed when an Employee Profile is assigned the role.
Navigate to Settings / My Business / Employees Roles & Permissions.
1. Select a role to edit or the Green Plus icon to add a new role.
2. Enter a Role Name.
3. Enter a Role Description.
4. Use this checkbox to enable only one of each role to be set up in Teams.
5. Use this checkbox to allow multiple of each role to be set up in Teams. For more information on Teams go to Management / My Business / Teams.
6. The use of Employee Roles in Orders, Estimates, and Companies can be setup in Configure Application of Employee Roles. For more information go to Settings / My Business / Application of Employee Roles.
7. Once the new role is set up you can assign this role to employees. Go to Management / My Business / Employees and select the employee to assign to this role.
Note: If you are editing an existing role you can review the list of employees assigned to this role to make sure it is correct. Click on the employee name to change, this will take you to Management / My Business / Employees for that employee.
8. Scroll to review the list of modules to assign access for this role. Click on the particular module to view the permissions.
9. Toggle to give Full Access to that module.
10. Click on a module then view to give partial access.
11. Check to allow individual permissions within that module.
Note: It is better to limit access in a role and add additional access individually to an employee. Individual permissions can not be revoked within a role.
12. Click Save.
Editing Application of Employee Roles
The application of employee roles refers to the Roles section when creating new Orders, Estimates, and Companies. You may select how many of each role you would like to have as a required field and/or allowed as field but not required on Orders, Estimates, and Companies.
To edit the Application of Employee Roles, navigate to Settings / My Business / Application of Employee Roles.
1. Select the Orders, Estimates, or Companies tab.
Note: Each tab has the same basic layout.
2. Select the sub-tab Details, Items or Destinations. These refer to tabs within each Order and Estimate. Companies do not have these tabs.
3. Select how the Salesperson Role will be used when creating new Orders, Estimates, and Companies.
4. Enter the Required Roles and How Many should be required for the associated tab. As required fields, they will always be displayed.
Note: These will be marked with a red asterisk and will be required fields when Orders, Estimates, or Companies are created. They can be reordered by grabbing and moving the Role up or down.
5. Enter the Allowed Roles, How Many and the # Displayed.
Note: These roles will not be required fields during Order, Estimate, or Company creation. For each role type, the number allowed for this Role can be limited as well as the number of fields that will display. They can be reordered by grabbing and moving the Role up or down.
6. Role Preview is only a preview of how it will display within the Order, Estimate, or Company. You do not need to select employees on the preview as this will be done during Order, Estimate or Company creation. Repeat the process for each tab and sub-tab.
Note: This will automatically save when updated.
