Introduction
The User Access Gatekeeper manages the creation of new users (both Head Office and Outlet users). They create user Roles for specific areas of the company (i.e. Chefs) which are set with pre-defined permissions and then are assigned to the relevant user.
Assumption
You have the permission set to access this.
Where to find this
User Access > Role Permissions
User Access > User Roles
User Access > Head Office
User Access > Outlet Access
Step by Step Guide
STEP 1: Select Role Permissions to create a User Role.
There are three default pre defined User Roles created: 1 - Head Office User, 2 Outlet Manager and 3. Outlet User. These cannot be edited.
To add a new role, click on the +Add Role button, you will land on the Add Role page. Add the role name in Role Name field, then select which user type the role applies to from the User Type dropdown. Once you have added the user type choose a similar role from the Clone Role dropdown to clone your new one to (you will be able to tweak the permissions to suit your new role).
Then click on the Submit button to save. Click on the Cancel button if you do not want to proceed.
You will land back on the Role Permission page. Notice your new role is listed and there is an Edit Permissions button to the right.
Click on that, you will be presented with a list of all the permissions (listed by module), some with ticks (from the cloned role).
Scroll down the page unticking or ticking the permissions that role requires, then click on the Submit button to save.
STEP 2: Creating the User Access
A - Create a Head Office User
From the menu bar on the left click on User Access, then click on Head Office, now click on the Add button.
You will now need to enter the user's details.
Area: leave this as N/A if the user requires access to all areas. Select the relevant area from the dropdown if they only need access to a specific area.
First Name: Enter their first name
Surname: Enter their surname
Username: Enter their email. This must be unique, as only one email per user is accepted.
Password: Enter a password. Password is still required if using SSO (single sign on) but needs to be different from the SSO password.
Email: Enter the same email as the User Name
Telephone: Enter a telephone number
Head Office User Access Template: This is not in use
Access to Outlet: Put a tick in the box if the user needs access to Outlets.
Now click on the Add Head Office User button to save the user.
Approvers - Requisition Levels/Hospitality Levels
If the user needs to be able to approve Requisition or Hospitality orders, a level will need to be selected from the Requisition Level or Hospitality Level dropdowns. The number of levels that show depend on the number of levels set in either area (these are set up in Outlet Access, Set Up, Manage Requisition Levels or Manage Hospitality Levels). Once you have chosen the appropriate level scroll down and click on Update Head Office User to save.
B - Create an Outlet User
From the menu bar on the left click on User Access, then click on Outlet Access, now click on the Add button.
Complete the fields in the same way as you would for the Head Office user. Ignore the Quick Links as they are not currently functioning. Then click on the Add User button to save.
Step 3: Assigning the role to the relevant user
Select User Roles from the User Access menu. You can search for the person by typing their name in the search field. If you have added a Head Office user with access to Outlets, you will see that person listed twice with the default roles applied.
Select the correct role from the Role Name dropdown, a pop up box will appear asking you to confirm the change. Click on OK to save the change. You will need to do this for both types of access. If the user is not logged in the change will update automatically, however if the user is logged in they will need to log out and back in again for the change to take affect.
You can amend the permissions for the user by going into User Access, locating their name and clicking on the Update button in the Permissions columns.