CRM Access

Section "CRM Access"

In this section you can grant employees access to the system and configure roles with different rights, for example, restrict the export of data from the system to a file or permanently delete clients and leads. When granting access, the user is automatically sent an email with a link, username and password to enter the system.

Content:

How to go to the section "CRM Access"

Click on the "CRM Access" item on the left in the menu, the "User Management" tab will open:

How to add a role

Go to the "Role Management" tab.

By default, two roles are available for management in the system: for the client ("Customer Area") and for the teacher ("Teacher Area"). Also available for selection is the third role "Management" with maximum access rights in the system, it is automatically assigned to the one who creates the system, the role is not edited.

To add a role, click the "+ Add" button.

In the "Name" field write, for example, "Manager" or "Center Administrator".

Enter a number in the "Rang" field. Rank affects the visibility of user accounts in the "CRM Access" section, those users with a lower rank will not see user accounts of higher rank, for example, an administrator account with a rank of 999. Rang can be from 100 to 999 for roles based on the "Management" interface, "Teacher Area" - from 10 to 99, "Customer Area" - from 1 to 9.

In the "Interface" field select the interface of your personal account. Interface "Management" is an interface, for example, for managers, call-center operators, "Teacher Area" - for teachers, "Customer Area" - for clients. The interfaces "Teacher Area" and "Customer Area" are limited, that is, for example, there is no access to the system users and to the general schedule.

In the "Menu Items" section check the boxes on the left of the menu that will be available to the user. For example, a manager can not be granted access to the "CRM Access" section so that he cannot view the list of users who have access to the system and manage users.

Further, in the "Activity management" section you need to configure access to actions for the selected menu items that you have checked. It is important that if you have selected menu sections, but you have not checked the boxes in the "Activity management" item, then the section will be highlighted in gray for the user and the user will not be able to perform any actions on the section, at least you must check the "List" box - access to view the data.

In the "Common functions" item, for example, you can restrict the export of data from the system without checking the "Export to file" checkbox.

Through the "+" next to each item you can expand the details of those actions that can be configured. Or you can tick a whole section in order to give access to full control of this section.

For example, you can restrict the final deletion of lead and customer cards, for this click on the "+" next to the items "Students" and "Leads" and tick all the boxes except "Delete permanently" and "Bulk delete permanently".

You can also restrict access to contacts of students and leads by unchecking the "Access to contacts" checkbox in the items "Students" and "Leads".

To restrict access to certain reports, expand the "Report Controller" item and check the boxes only for those reports to which the user will have access. The item "Custom reports" gives the user access to print the contract in the client card or cash receipt / account cash warrant in the payment card.

To access the printout of the contract, which is embedded in the "Printable documents" item in the system settings, the "Client agreement" item must also be active.

In the "Settings" item you can provide access to the management of the basic system settings (a wrench at the top of the screen).

The "API" item allows the user to manage the integration of the system with third-party services. Often this access is provided to programmers.

Click "Save".

The number of roles in the system is not limited.

How to edit a role

Go to the "Role Management" tab, select the role with a tick, click "Update", make changes, click "Save".

Changes to a role will affect all users who have this role selected.

How to grant access to the system to an employee

Go to the "User Management" tab, click the "+ Add" button.

In the "Role(s)" field select, for example, "Manager".

In the field "Full name" write the name of the employee and select the gender.

In the "E-mail" field specify the mail address to which the letter with access will be sent and which will be used as a login to enter the system. Email must be unique, if there is already a user with such mail (active or archived) in the system (at any branch), then a notification will appear.

In the "Password" field create a password (must be at least 6 characters) or press "auto" to generate it automatically. The employee will be able to change the password when entering the system or in his personal account.

In the "Language" field select the language in which the employee's personal account will be. He will be able to change the language himself in the "My Profile" section.

In the "SIP number" field set the SIP number, if integration with IP telephony is connected, to make outgoing calls from the system.

In the "Cashier TIN" field you can enter the employee's personal TIN, if integration with the online cashier is configured, then the full name and TIN of the user who added the payment will be inserted into the check.

In the "Branches" section tick the branches to which the employee will have access. He will be able to switch between them at the top of the screen.

In the "Access to pay accounts" section tick the cash desks to which the employee will have access. If you leave this field empty, then he will not be able to work with payments (view the list, add new ones).

Click "Save", the employee will be automatically sent a letter with a link to enter, login and password to the specified e-mail.

The number of users in the system is not limited.

You can watch a video tutorial on granting access to employees.

How to grant access to the system to a teacher

1) Go to the left menu "Teachers" and open the teacher's card by clicking on his name. On the right in the "Access to CRM" section click "grant."

In the "E-mail" field enter the mail address to which the letter with access will be sent and this will be the login to enter. The email address from the teacher's contacts is automatically substituted. Email must be unique, if the system (at any branch) already has a user (active or archived) with such mail, then a notification will appear.

In the "Password" field create a password (must be at least 6 characters long) or click "auto" to generate it automatically. The teacher will be able to change the password when entering the system or in his personal account.

Click "Save", the teacher will be automatically sent a letter with access to e-mail, he will appear as a user in the section "CRM Access" with the role of "Teacher Area".

2) Or in the "CRM Access" section in the "User Management" tab click the "+ Add" button.

In the "Role(s)" field select "Teacher Area".

In the "Teacher" field select a card from the list.

In the field "Full name" write the name of the teacher and select the gender.

In the "E-mail" field enter the teacher's email address.

In the "Password" field write password.

In the "Language" field select the language in which the teacher's personal account will be. He will be able to change the language himself in the "My Profile" section.

In the "Branches" section tick the branches to which the teacher will have access. He will be able to switch between them at the top of the screen.

In the "Access to pay accounts" section tick the cash desks to which the teacher will have access. If you leave this field empty, then he will not be able to work with payments (view the list, add new ones).

Click "Save".

You can set up the role of teachers "Teacher Area" in the section "CRM Access", for this go to the "Role Management" tab, select the role with a tick and click "Update", make changes, click "Save".

You can restrict the teacher's access to the "Communications" tab in the client card, for example, if the comments are conducted by administrators among themselves and the teachers should not see this information. To do this, in the settings of the teacher's role, open the item "Common functions" - "Customer card" and put all the checkboxes in turn for the item "Customer card" except for the checkbox next to "Customer card" as in the screenshot:

Role changes while maintaining will affect all educators.

By default, educators see only their assigned clients and groups, and only their class schedule on the calendar. You can additionally expand the teacher's capabilities in the settings (wrench in the top panel) in the "Teacher account" item, for example, add the ability to substitute other teachers for your classes, then we will consider these possibilities in more detail.

You can also watch the video tutorial about granting access to teachers.

How to grant access to the system to the client

The client can be granted access to the system if you have the option "Personal accounts of students" active.

Go to the "Customers" section, open the student's card by clicking on his name, and on the right side of the screen in the "Access to CRM" section click "grant".

In the "E-mail" field specify the mail address to which the letter with access will be sent and which will be used as a login to log in to the system, the mail address specified in the client's contacts is automatically substituted.

In the "Password" field create a password (must be at least 6 characters long) or click "auto" to generate it automatically. The client will be able to change the password when entering the system or in his personal account.

Click "Save", the client is automatically sent a letter with access to the specified e-mail, it appears in the list of users in the section "CRM Access".

You can provide access to several clients to one mail, it is convenient if the center is attended by several children from the same family.

When providing access to an already occupied e-mail, the system will offer to combine accesses.

The password can be omitted again, since it will be the same.

Only one letter will be sent to the parent's mail when granting access in the first card.

So the parent will be able to enter the personal account under one login and switch between cards at the top of the screen as between branches in the system.

By default, the client is granted the "Customer Area" role.

The role can be configured in the "CRM Access" section, for this go to the "Roles management" tab, select the role with a tick and click "Update", make changes, click "Save".

Role changes will affect all clients.

You can also watch the video about granting access to clients.

How to add and / or change a user role

In the "Role(s)" line click on an empty space and select the required role. If you want to delete the previous role, then click on the cross, save.

If the user has been assigned several roles with different interfaces, then he can switch between roles in the upper right part of the screen by clicking on the avatar.

Settings for teachers' personal accounts

By default, educators see only their students and their groups and only have access to their lessons.

Personal accounts of teachers can be configured through the wrench at the top of the screen in the section "Teachers" - "Teacher account".

Check the boxes for the options you want:

Has access to all lessons, not just his: if the option is activated, the teacher can see the lessons of other teachers in the table. If you need access to all the scheduled lessons of the branch, you can create a second role for the teacher with the "Management" interface;

• Can edit student data in his card: the teacher will be able to add, edit and delete in the client's card participation in groups, regular schedule for individual and group, subject and level of knowledge. At the same time, the teacher will not have the "Update" button as an administrator;
• Has access to files in profile: the teacher will be able to view and download files uploaded by the administrator to his card in his personal account, for example, a scanned employment contract and other documents and materials;

• Has access to files in groups: the teacher will be able to view, download, upload and delete files in the group card;
• Has access to files in customers: the teacher will be able to view, download, upload and delete files in the client's card, for which he is selected as the responsible, and view and download the files uploaded by the administrator to the client's card, for which the teacher is not responsible;
• Has access to files in lessons: the teacher will be able to view, download, upload and delete files in the lesson card, for example, with homework;



• Hide statistics: you can restrict the teacher's access to viewing his statistics - the number of classes held in the last two months and their total duration.

• Can edit his work schedule: teachers will be able to specify their own working days and hours. Read more about working with a work schedule in the article.
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An overview of the teacher's office can be viewed in the video.

Also, instructions for your teachers on how to work in your personal account. It can be sent when granting access.

Client personal accounts settings

Personal accounts of clients can be configured using a wrench at the top of the screen in the section "Customers" - "Customer account".

In the "Period of SpongeBob" field specify the range of occupations that will appear in the client's default visit widget.

If the client needs to view more lessons, then he can increase the range.

Check the boxes for the options you want:

• Can view downloaded files in private cabinet: the client will be able to view and download the files uploaded by the administrator or his responsible teacher to his card in his personal account, for example, a scan of the contract;

• Can see the cost of the lesson: the client will be able to view the amount debited from his account during the lesson in the tabular display of the "Lessons" section;

• Can see comments on lessons: the client will see a general comment on a planned / conducted lesson, for example, “The teacher will be delayed for 10 minutes”, comments can be added by administrators or teacher;

• Can see a personal lesson note: the client, when viewing the lesson, will see an individual note added by the teacher or administrator. This can be information for the parent, for example, "Prepared satisfactorily";

• Can see a bonus score: the client in his personal account will be able to view his bonus balance, which he can spend on the loyalty system for goods or classes.

The item will appear if the "Loyalty system" module is activated in the system settings in the "Customers" section; you can read more about the loyalty system in the article;

• Has access to files in lessons: the client will be able to view and download the file attached to the lesson.

An overview of the client's office can be viewed in the video.

Also, instructions for your clients on how to work in their personal account. It can be sent when granting access. The article answered popular questions: how to enter your personal account, recover your password, review your profile, make a payment and view your homework.

How to change a user password

Go to the "User Management" tab, check the box next to the user, click "Update".

Check the box "Change password", specify a new password and click "Save".

The user will automatically receive an access letter with a new password to the specified e-mail.

Also, the user can change the password himself in his personal account and when entering the system through the "Forgot your password" button.

How to get a user back from the archive

In the "User Management" tab, go to the "Archived" tab and click on the green arrow icon.

Then return to the "Current" tab and, if the user needs access to the system, then select his card with a tick, click "Update" and select "Active" at the top of the card, click "Save".

Users are not permanently deleted in order to preserve the security of data, since they are assigned actions in the system.

When the user is sent to the archive, access to the system is automatically blocked.

What does the date in the Last Login column mean?

The "Last Login" column displays the date and time the user last entered the password when they logged in.

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You can also watch the video about setting up access rights.