Create and Modify a User

1. Introduction

This guide provides step-by-step instructions for setting up new team members and updating the details, roles, or schedules of current users. By following these simple steps, you will be able to manage access settings confidently and efficiently!

2. Initial Configuration

The first step for creating or modifying any user is accessing the main configuration area from the homepage.

To begin creating or modifying a user, follow these steps:

1. From the homepage, go to the configuration.

2. Click on Manage Users.

1. Click on Actions.

2. Click on Add

3. Feature Explanations and Benefits

When you create or modify a user, you will interact with several key sections to define their access and scheduling.

Section	Purpose (Context)	Key Actions
Access	Defines the basic identity and login permissions (web and mobile) for the user.	Enter login ID, names, and set the initial password for mobile user
Roles and Rights	Determines what the user is allowed to see and do within the application (e.g., administrator, optimization).	Enable necessary roles and rights, such as administrator or optimization.
Agencies	Assigns the specific agencies the user is responsible for or needs access to.	Select required agencies and use the right arrow to assign them.
Planning	Allows you to plan the slot time for the user.	Tap the day and timing to set the slot time, then tap update.
Days Off	Enables you to pre-plan and record any days off the user intends to take.	Enter the from date and to date for the planned time off.

Note: Planning & days off will be accessible only to the mobile user. Roles & rights will be accessible only to the web user

4. Creating Users

You can create a user completely from scratch or efficiently modify an existing user by using their details as a template.

Create a User from Scratch

This is necessary when onboarding a new employee who requires a unique login ID and defined roles.

1. After navigating to the Add screen, confirm you are creating a user from scratch.

2. First, let's see how to create the user from scratch. Click on OK – Begins new user creation.

1. Fill in Access Details: In the Access section, enter the required information: Login ID, First Name and Last Name

2. Set Access Type and Password: For web access, toggle the Web Access option, and for mobile access, toggle the Mobile Access option.

3. Enter the password

Tip: You can toggle both the Web Access and Mobile Access options at the same time if the user requires both. ⚠ Warning (Password Requirement): The password must contain 8 characters, including one numeric character and one special character.

1. Define Roles and Rights: In the Roles and Rights section, enable all necessary roles, such as administrator, optimization, or depot.

2. Assign Agencies: In the Agencies section, click on the agencies you need to assign, and then click the right arrow to move them into the assigned list.

1. Plan Slot Time: In the Planning section, click the day and timing to set the desired slot time, and then click update.

Schedule Days Off (Optional): In the Days Off section, you can plan future time off:

1. Click the plus icon on the right side.

2. Enter the from date and the to date for the day off.

3. Click on Add

1. Save the User: After filling in all required information, Click on Save to finalize the creation.

Expected Outcome: User has been created successfully

Modify an Existing User

You can easily update an existing user's information, such as their roles, agencies, or schedule, without starting over.

1. Select Existing User: Toggle Yes in the create from an existing user section.

2. Choose the User: Select the specific user you want to modify, and then Click on OK.

1. Modify Information: All information of the user will be automatically copied from the selected user. Go through the different sections (Access, Roles and Rights, Planning, etc.) and modify the existing information as needed.

2. Save Changes: Once you have updated the necessary information, click on Save to complete the modification.

5. Productivity Tips

Here are a few useful tips and warnings to ensure your user management process goes smoothly:

• 💡 Dual Access: Remember that you can enable both web access and mobile access simultaneously for a user, giving them flexibility in how they interact with the system.

• ⚠️ Password Clarity: When setting a password, make sure it meets the security criteria: it must be 8 characters long and include at least one numeric character and one special character.

• ⚠️ Avoid Duplicate Emails: If you try to enter an email address that is already in use by another user, the system will display an error message stating that "the email id is already used". You will need to use a unique email address to proceed.