User Access Administration

version 22012016

Creating a Head Office User

Permissions Required:  Head Office User - User Access:  Head Office, Outlets

• Click on User Access and then select Head Office
• Click on Add and enter the details for the new user you wish to add.  Select the area the user is attached to, if they are not attached to a single area, leave this as N/A. Enter their first name, surname, username, password and email address and click on Add Head Office User
• You will now be taken to the Head Office permissions screen for this user, by placing a tick in the box next to the permission, the user will have access to the relevant section

Company

Today  - access to the company intranet

Contact Directory – access to the company contact directory

Marketing – access to the company marketing library

Expenses – access to record expenses

Expenses (Super User) – access to record expenses and run reports for all staff recording expenses

Content

Contact – permission to add contacts to the company contact directory

Documents – permission to upload documents to the company intranet

Marketing – permission to upload documents to the company marketing directory

Headlines – permission to upload headlines to the company intranet

HR

Status – access to the HR status page

Staff Records – access to view staff records

Authorise – permission to authorise staff record changers and holiday requests

Headlines – permission to upload HR headlines to the company intranet

Training – access to the HR Training module

Vacancies – permission to upload new vacancies to the company intranet

Holiday Requests (Delete) – the ability to delete holiday requests

Staff Records (Admin) – permission to view a limited section of the staff record

Staff Records (Rules) – permission to amend staff record rules

Staff Records (Payroll) – permission to view the payroll section of a staff record

Outlets

Outlets (inc all permissions) – permission to access all Outlets from Head Office

Outlet Monitoring  - access to view the Outlet Monitoring Module

Set Up – access to the company set up information

User Access

Head Office – permission to create Head Office Users

Outlets – permission to create Outlet Users

Documents – permission to assign access permissions to uploaded documents

Finance

Data Export – the ability to request data exports

Transactions – the ability to search for transactions in Outlets by reference number

Audit Trail – access to view the audit reports for data exports

Client Accounts – access to assign head office costs to units

Requisitions – access to view and authorise (if allowed) requisitions

Tronc – access to the tronc module

CRM

Companies – access to view all companies in the CRM

Sectors – ability to add sectors

Types – ability to add business types

Permissions – ability to assign permissions to CRM users

Administrator – ability to enter CRM information

Enquiries – ability to view CRM enquires

Able to Delete (Enquiries) – ability to delete CRM enquiries

Purchasing

Requests – ability to approve supplier requests from Outlets

Complaints – ability to view supplier complaints raised from Outlets

Favourites – ability to assign suppliers to Outlets

Suppliers – ability to add and amend supplier information

Group Suppliers Plus – access to view additional supplier information

Assets – ability to view assets recorded in Outlets

Supplier Auditor – ability to tag user as an auditor (for Audit Module)

Recipe Manager

Dishes – ability to add and edit recipes

Categories – ability to add and edit dish categories

Locations – ability to add and edit recipe locations

Headlines – ability to add RM headlines to the company Intranet

Surveys

Questionnaires – the ability to add questions for surveys

Surveys – the ability to build a survey

Mileage Rates

Only applicable if Expense Module is being used

Once you have allocated the relevant permissions the new user, click on Update Permission

If you have allowed access to Outlets for the Head Office user, you will also have to allocate them permissions for the Outlets as defined in the process below

Creating an Outlet User

• Click on User Access and then select Users
• Click on Add and enter the details for the new user you wish to add.  Select the area the user’s Outlet is attached to, and then select the name of the Outlet they will have access to.  Enter their first name, surname, username, password and email address
• You have the option to add quick links which are displayed on the user’s home page allowing them a single click access to the relevant link.  Place a tick in the boxes of the quick links you wish the user to have access to and then click

You will now be taken to the Outlet permissions screen for this user, by placing a tick in the box next to the permission, the user will have access to the relevant section


Company

Today  - access to the Company Intranet

Close Period - allows a user to close and open weeks

Contacts - access to the contacts directory

Suppliers - access to the Outlet supplier directory

Clients - access to add and configure Credit Sales Clients

Budgeting - access to configure budget information

Assets - access to configure the asset list for the Outlet

Documents - access to the document library

Monitoring - Only used when the monitoring module has been set up

Expenses - access to the expenses tool if this has been set up

Finance

Income - access to record income - cash and swipe sales, internal sales and credit sales

Purchasing - access to record invoices and credit notes, local cash purchases and estimates

Banking - access to record banking information

Cash Transfers - access to log cash transfers out of an outlet

Cash Up - access to record daily cash in hand

Requisitions - access to raise requisitions

Setup - access to configure finance setup for the Outlet

External Cost Transfers - access to transfer invoice values between outlets

Show Change Delivery In - access to allow an outlet user to record change delivery in

Employment

Staff Rota - access to the staff rota

Staff Records - access to configure staff records information

Staff Records (Banking / Rates) - access to show the finance information on the staff rota

Staff Records (View Only) - restricts the users to only have the ability to view staff records

Staff Records (Personal Tab Only) - restricts the users access in the staff records to view the personal tab only

Labour Transfers - allows the user to transfer monetary labour values between outlets

Holidays - access to request holidays for staff members in the outlet

Setup - access to configure rota departments in the Outlet

Staff Pay Rate (Hour) - allows the user to per hour pay rates

Staff Pay Rate (Day) - allows the user to see per day pay rates

Staff Pay Rate (Week) - allows the user to see per week pay rates

Staff Pay Rate (Month) - allows the user to see per month pay rates

Staff Records (Transfers) - allows the user to permanently transfer staff members to another outlet permanently

Staff Records (Rules) - allows the user to configure TUPE rules for each staff member

Staff Rota (Bonus) - allows the user to add an extra payment for a staff member

Show Past Staff - allows the user to view past staff records

Stock taking

Stock takes - allows the user to record stocktakes

Stock transers - allows the user to record stock transfers

Products - allows the user to view recipe products and both nutrition and allergen information

Recipe Manager - allows the user to create new recipes for their outlet

Setup - allows the user to add and configure stock and order sheets

Archiving Users

When a user leaves, it is the responsibility of the Gatekeeper to deactivate user accounts. 

• Click on User Access and then select either Head Office or Users depending on the user type
• Click on the actual name of the person you wish to deactivate
• Place a tick in the Archive box which is the last box under the Quick Links section for Outlet users and is the last entry for Head Office users
• Click on the Update button to complete this process