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Managing user accounts and permissions
Managing user accounts and permissions

How to manage user accounts and the access/permissions and notifications you would like to grant them.

Stella Marques avatar
Written by Stella Marques
Updated yesterday

Employee administrator

It is essential to use a business email address and not a personal email address for the administrator account(s) to avoid loss of access to your account.

Creating an employee-type resource

Step 1: Create the resource

  1. Go to Plannit Settings

  2. Select the Resources tab

  3. Click on the + button

  4. Select the Employee resource type

  5. Enter the First name and Last name of the new resource and click on Save

  6. Now define the profile details.

    1. Photo (optional): This photo is displayed throughout Plannit to help you quickly locate this resource.

    2. Status: You can inactivate a resource if required, see Inactivate or delete a user resource.

    3. Code (optional): The code represents a permit number, or other numbers, to be displayed on documents.

      It is also used in the Pesticide Use Register for those needing this report.

    4. Color (optional): Used in several places in Plannit, including the Agenda, to help you categorize your resources according to your needs. For example, you could say that “red” are your apprentice electricians, “blue” your journeyman electricians and “green” your master electricians to make planning easier.

    5. Hourly rate (optional): This hourly rate is used to calculate your labor expenses, on each job where timesheets are added.

Note

At this point, you have created a resource that can be used in Plannit to be assigned as a resource. This type of employee cannot connect to Plannit, but it can be useful in managing your operations, for example if you are dealing with an outside contractor who needs to do the job. You can track the assignment of resources to a job, generate visits, generate timesheets, and so on.


Step 2: Invite the resource to connect to Plannit

If you want this resource to be able to connect to Plannit, you must invite them to join your company.

  1. Open the resource details and click on + Send an invitation

  2. Enter the Email address and click on Save. An email will be sent automatically.

Step 3: Accept the invitation

Within a few minutes, your employee should receive an email inviting him to activate his account. Here's an example of what he'll receive:

He can then create his personal password and click on Register.

❗ If your employee is redirected to the Plannit login page, he's already created his account in the past! So he can use his password, or reset it.

Step 4: Define access authorizations

The invitation must have been accepted to continue this step.

Roles

Roles are sets of rights predefined by Plannit. Start by selecting the employee's role in the following options.

  • Administrator: user with access to all management parameters

  • Manager: user with permissions restricted to his/her management level

  • Employee : user with role-related restrictions

Permission

Once you've defined a role, you can customize the permissions you wish to grant, regardless of the role you've chosen.

💡 When you modify an authorization, a band indicates that custom rights have been defined.

Custom rights that are not part of the sound role are easily identified by their “italic” name.

Select the desired authorizations from the following list, clicking on the button to activate or deactivate:

Job

  • View all jobs
    ℹ️ If disabled, the user will only see jobs for which they are responsible.

  • Create jobs

  • View profits

Visits

  • View all visits
    ℹ️ If disabled, the user will only see visits assigned to them.

  • Create visits

  • View purchase order items pricing

Routes

  • Delete routes

  • Modify routes

Contacts

  • Show Contacts tab

  • Create contacts

Messages

  • View customer messages

  • Send messages to customers

  • Virtual Assistant and Voicemail

Quotes

  • Show Quotes tab

  • View all quotes

    ℹ️ If disabled, the user will only see quotes for which they are responsible.

  • Create quotes

  • View job's quote

  • View quotes in the discussion

Invoices

  • Show Invoices tab

  • View all invoices
    ℹ️ If disabled, the user will only see invoices for which they are responsible.

  • Create invoices

  • View the visit's invoice

  • View invoices in the discussion

Transactions

  • Show Transactions tab

Reports

  • Show Reports tab

Settings

  • Show Settings tab

Note

  • Only administrators can promote, edit and delete other administrators.

  • Permission can take up to 30 minutes before they are applied to already connected users.

Step 5: Define notifications

Notifications allow users to be notified when the activities below occur in Plannit. Three types of notification are possible: Email, SMS and Notification in the Plannit application, commonly known as “the bell” 🔔 .

You can activate and deactivate them by clicking on the button.

Email

  • New customer message

  • New jobs

SMS

  • New jobs

Notifications

  • New customer message

  • New jobs

  • Payment received

  • Paid invoice

  • Payment overdue

  • Accepted quote

  • Refused quote

  • Review

  • Online booking

Note

For a user to receive notifications on their mobile or tablet, they must have authorized the Plannit application to send notifications.

By default, no application has this authorization, so you need to accept it when the application asks you to, or change the settings.

Inactivate or delete a user resource

Should I delete or inactivate a user?

Before rendering a resource inactive or deleted, take care to identify and reassign the documents currently assigned to it, so as not to compromise the service you need to provide. For example, visits scheduled for the coming days should be reassigned to another resource to avoid any oversights.

To reassign visits :

  1. Filter a list of visits assigned to the resource you wish to inactivate or remove.

  2. Select all visits, then in the orange band, remove the resource and assign one or more new ones.

To deactivate a resource :

  1. In Plannit Settings under the Resources section , click on the resource name in the employee list.

  2. In the resource's Profile tab, change the Status to Inactive.

  3. As soon as the Plannit application is refreshed, the user will be ejected from the application.

To delete a resource :

  1. In Plannit Settings under Resources, locate the resource in the employee list.

  2. Now click on the Trash icon and confirm the deletion.

  3. As soon as the Plannit application is refreshed, the user will be ejected from the application.

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