User Setup
All users require different access within DealerMine. User setup is a place where we can customize what the application looks like for each individual user.
Adding a User
Let's begin by adding a user. Click on "Add User".
A window will appear called "Add New User".
Fill in all of the fields.
The Screen Name is always the users first name dash first initial of their last name. ex: EMILY-Q. (If there are two Emily-Q's then add the next letter to their last name. ex: EMILY-QU)
We always set a users password as 1234 to make it simple. If you choose "Force password change" DealerMine will prompt the user to change their password as soon as they log in for the first time.
Choose the Dealership store/branch that the user works from. Don't worry if they work for multiple stores, we will get to that after the user is added.
Choose the users role. All roles have different default access upon setup that can be tweaked at any time.
If you're adding an employee that already exists in the DMS, you can choose them from the "Employee Name" drop down. This will link their employee number to DealerMine for integration purposes.
If the user is brand new, or you cannot find them in the drop down, simply click on the green plus icon to add them. You will need their employee number and Name.
The rest is pretty straight forward. Sometimes the User Title might be different than the role type. The bottom five fields carry over to the users email signature. These fields are not required, but are recommended.
Some Dealerships recycle past employee numbers for new hires. If this is the case, DealerMine will give a warning saying that number is already in use. You can override by clicking "Yes".
In each tab explained below, make sure to click SAVE after each adjustment made to the user!
User Info
All users with any role type, will have access to "User Setup", but will be directed to their own name, and can not view or edit other users.
If, "Is Admin" is checked, it will allow the user to have full "User Setup" access.
If they have access to multiple branches, you can select the branch drop down, and select different access for each branch.
This window displays all of the users general information, and everything is editable.
We DO NOT recommend changing the Screen Name, as all data connected to the previous name will be lost.
If a user forgets their password and cannot login, any Admin user can change their current one by typing something in the 'password' field. checking 'Force Change Password' simply will prompt the user to change their password upon logging in.
If you need to change the users Role type, you can. DealerMine will display the following message upon clicking save: "Would you like to apply all settings based on this new role to the current users settings?" If you want their access to remain the same click No. If you want to apply all the default access related to the new role, click yes.
Like I stated before, all of the general information from Work Number to User Title is the information that will display on their email signature, in that order. (This is when sending emails to customers by clicking on the action button, and using a template.)
Select an email account for the user to be linked to. This must first be setup in Email Setup.
You can add a cell phone number in the cell phone field, if the user would like DealerMine notifications to go directly to their phone. The notification types will be different depending on the users role.
"Receive Text Notifications" will send them to the Number in the "Cell Phone" field.
"Receive Email Notifications" will send them to the email in the "Email Address" field.
Showroom users will have the option to use either their personal, or DealerMine email/text for the mobile app.
The BDC section is for report purposes.
Email Signature
This window will display when you click on "Signature". Any user can create a custom email signature. This signature will NOT be displayed when an email template is selected.
This signature will display when "none" is selected in the email template, and also when replying to customer, or sending a new email from the email tab.
You can turn your email signature on or off at anytime. See the image below for instructions.
Store Access
In this tab, we can give users access to multiple store/branches. The information you inputted when adding a new user will carry over to this tab, on the default store you've chosen for the user. Now we can give them access to multiple store/branches. Keep in mind, some stores have multiple branches, when you select the store, the branches will display at the bottom.
Click the check box beside the store you're giving access to.
Check if there are multiple branches at the bottom. Click the check box beside the branch you want the user to have access to as well.
Select the users employee number in "Employee #" drop down. If the user has multiple employee numbers, example, maybe one for sales and one for service, you can click the green plus sign to link their other number.
The field that MUST be filled in for this to save correctly, is "User Phone Number" & "Dealership Name". DealerMine will display a message after clicking save, if a user missed these fields.
User Access
DealerMine Access
There are four different options of access we can choose from. DealerMine Access, is the default.
In this tab we can completely customize the application for each user. Anything with a blue arrow beside it means there is a slide out with sub controls. Like in the image above for example, Actions Buttons > Add Up > Add Pending Guest. As you can see in the image below the "Add Up" action button (the one with the notebook and pen), has a drop down arrow. That is why "Add Up" has a blue arrow in the image above.
Most of the options found in "Action Tabs" are to give access to the tabs all across DealerMine.
Once you give a user access to a tab, a sub control panel will display and you can customize exactly what the user can do inside that tab.
The star indicates that the tab can be chosen as the users default tab. Every time they log in that is where they will be directed to. Unless there is a customer profile open. When the user clears their contacts, they will be directed to the tab you've chosen as their default. In the image below, this would be the "Call Select" tab.
Default Store and Branch
In Default Store and Branch, you can choose which store is the users default. The stores that will display in this drop down, are the ones you've given the user access to, in the "Store Access" tab.
Default Call Type
In this option, we can choose a default call type for the user. A Service BDC user will most likely always have Maintenance defaulted. A Sales BDC would have Sales or Showroom.
Call Select Contacts
This is where we can customize which call types and sort options the user will see on the call select screen.
