Your Ultimate Guide to Understanding and Managing Users

Do you know the difference between a Field User and an Administrator? Have you set up the right type of User Groups to ideally suit your workflow? With some easy tweaking and optimising, you can ensure that everyone has access to the right information and tools while protecting sensitive data as well. 

Different types of Users 

• Field User - The Field User can only access the app. The Administrator can decide what access, visibility and permissions the Field User has, including the ability to create jobs in the app, create contacts, contact people etc.
• Portal User - The Portal User can access the portal and the app with the same profile, out in the field and in the office. The Administrator can decide what access, visibility and permissions the Portal User has. The Portal User is typically someone who works in the office.
• Administrator - The Administrator has full account authority, including access to reporting and other sensitive data. An Administrator is typically a senior team member. 

What are User Groups? 

User groups enable you to segment your users into different categories. You can create different User Groups and then assign individual Users to one or more Groups. Groups are a useful way to allocate different Forms and Resources to different user types.

For example you may have a Maintenance Team and a Sales Team that use different forms and resources.

To avoid confusion you can create a Maintenance Group and a Sales Group, assign Users to their relevant Group and then assign the Forms and Resources to the respective Group so Users can only view items relevant to their job. 

You can also filter the Scheduler to show different User Groups.

It’s worth noting that when you create a New User, you must assign them to at least one User Group.

Create a New User from the Scheduler 

You can create a new User without having to leave the Scheduler screen, by clicking on the + symbol at the bottom of the screen > User.

A drawer will open from the right side of the screen, and you’ll be able to add the User information required for the new User account, and click Save.

You will also get a prompt to let you know that you’ve successfully added a new User, with a link to their profile so that you can edit their permissions if required.

You can even change the order of Users and User Groups in the Scheduler. 

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Find more information on Users and User Groups here.