Add a User to the System

Users are your employees, such as technicians, dispatchers, and also any vendors you use for specialty work.  Users are assigned to teams and can also be associated with portfolios.

Tip: When doing initial setup of your instance, you should create roles and teams before adding users. In most cases, it would be helpful to create organizations, too.

To add a user to the system, complete the following steps:

1. Go to User > Manage Users.
2. The Users screen opens. Show me
3. 
2. Click the Add New button.
3. The User - Contact Information screen opens.  
3. Complete all of the required fields (*) on the screen along with as many of the others as are relevant to your needs.
4. Click Next.
5. On the Contact Notification Information screen that opens, compete the appropriate fields.
   • When entering phone, fax, and pager numbers, make sure and include a 10-digit number (area code plus number).
   • Select the Alert check box for phone numbers or email addresses where the user is to receive alerts he or she is subscribed to.
   • Select the Notification by Mobile Device check box to send alerts to the most recent mobile device the user logged in to the system with.
6. Click Next.  
7. On the Team Access screen, select a role for the user.
8. In the Available Teams field, select the team or teams to which you want the new user to belong, then click Add to move the teams to the Selected Teams field.
9. Click Next.  
10. The Work Zones Access screen opens. Your user already has work zone access based on the team(s) he or she is assigned to, so this screen is only necessary if you want to give the user access to additional work zones.  
10. Click Next if you do not want to give the user access to additional work zones, otherwise complete the following steps:
    1. Click the All Work Zones radio button to let the user view data for all work zones.

    OR

    Click the Work Zones Selected Below radio button to let the user view data for specific additional work zones.

    2. If you selected the second option, click to select the work zones in the Available Work Zones field.
    3. Click the Assign button to move the selected work zones to the Selected Work Zones field.
11. Click Next.  
12. The Specialties screen opens. Specialties are used in conjunction with auto-assignment of work orders. When a user has an assigned specialty in the system, the user's name is automatically suggested for any work order that requires that specialty. Assigning specialties is not required, but if you want to assign them, complete the following steps:
    1. At the bottom of the Specialties field, click the Add Specialty drop-down list.  
    2. Select a specialty from the list.
    3. That specialty then appears in the Specialties field.
    4. (Optional) Add more specialties to the user's record.
13. Click Next.

14. The Pay Rates screen opens. This screen is for assigning pay rates for different labor codes.  Like the Specialties step, assigning pay rates is not required, but if you want to assign them, complete the following steps:
    1. At the bottom of the Pay Rates field, click the Add Labor Codes drop-down list.
    2. Select a labor code from the list.
    3. The code appears in the Pay Rates field, which now has Classification, $ Per Hour, and Default columns.
    4. Add a monetary value in the Per Hour field.
    5. Click the radio button in the Default field if you want the corresponding pay rate to be typically assigned for this user's work.  There can only be one default pay rate per user.
    6. Add more labor codes as required.
15. Click Next.
16. The Portfolio Access screen opens. Like the previous two steps, assigning portfolios is not required, but if you want to assign them, complete the following steps:
    1. In the Available Portfolios field, select the portfolios that you want to make available to the user.
    2. Click the Assign button to move them into the Selected Portfolios field.
17. Click Next.  
18. The Financial Information screen opens.  
18. If you want the user to have Administrator privileges in the system, select the Administrator Privileges check box. If you do not, leave the box unselected.
19. Click Next.  
20. The Finish screen appears.  Click Finish to complete the process of adding a user to the system.