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User Management: Roles and Permissions

Jake MacDonald
  • Updated

Users Page Overview

 

The Users page lists all user accounts associated with your Zr Ware® base. You can use a combination of filters and actions to manage these users effectively. To help keep things clean, you will not see users who have their parent company as Headquarters in this list. Headquarter users will be able to see their own user account in the list.

 

 

Filters and Columns

  • ID: The unique system ID for the user.
  • First Name/Last Name: The name of the user.
  • Parent Base: The primary base the user belongs to. This base loads by default upon sign-in and influences which clients appear in the client search bar. Note: To change a user's parent base, please contact Corporate support.
  • Active: A checkmark indicates the user account is currently active.
  • Email: The user's email address, which also serves as their username. We recommend using an active email address for password resets and system notifications.
  • Roles: The roles currently assigned to the user.

Actions and Controls

  • Assign Departments: Select one or more users via the checkbox on the left, then click this button to assign them to specific company departments.
  • Add Button: Click to add a new or existing Zr Ware® user to your base.
  • Toggle Selected: Select one or more users via the checkbox, then click this button to change their status (active to inactive, or vice-versa).
  • Filter (Search Box): Search for a specific user by name or other criteria.
  • Active/Inactive Dropdown: Filter the user list to show only active, inactive, or all users.
  • Edit: Click the pencil icon in a user's row to edit their account details and permissions.

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How to Add a User

 

  1. From the main Users page, click the Add button. The User Management screen will appear.

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  2. Enter the user's email address.
    • If the email is new to Zr Ware®: A confirmation will appear. Proceed to the next step.
    • If the email already exists in Zr Ware® (but not in your base): The system will notify you. Continue to add the existing user to your current base. Their name will be pre-populated.
    • If the email already exists in your base: The system will prevent you from adding a duplicate and prompt you to edit the existing user account directly.
  3. For a new user, enter their First Name and Last Name, then click Generate a Password. Copy this temporary password to share with the user. They will be required to change it upon their first login. For an existing Zr Ware® user, you do not need to generate a new password.
  4. (Optional) Choose a language preference for the user. If left blank, it defaults to the base language set in Admin > Company.
  5. Configure the user's settings by assigning the desired:
    • User Options
    • User Roles
    • User Permissions
    • User Groups
    • Company Departments
  6. Click Save.

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How to Edit an Existing User

 

  1. Locate the user in the list and click the Edit icon (pencil) on the far right of their row.
  2. The User Management screen will open, allowing you to modify their information, roles, and permissions.
  3. When you are finished with your changes, click Save.

How to Deactivate/Reactivate a User

 

  1. Use the Active/Inactive Dropdown filter to locate the desired user(s).
    • To deactivate a user, select "Active" (default).
    • To reactivate a user, select "Inactive" or "All".
  2. Select the checkbox to the left of each user account you wish to modify.
  3. Click the Toggle Selected button. This action will deactivate any selected active users and reactivate any selected inactive users. 

Note: You can also remove all their roles from the base to deactivate them.

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What are the user options?

 

User options are tags that help define a user's function within the system. Available options may vary by base.

  • Hourly
  • Team Lead

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What are the user roles?

 

Roles are collections of pre-defined permissions that grant access to specific functions within Zr Ware®. Assigning a role automatically enables all of its associated permissions, but you can customize access by enabling or disabling individual permissions afterward. A user can be assigned multiple roles.

List of Roles

  1. Accounting: Grants access to pages needed for accounting, designed specifically for third-party access.
  2. Advanced Call Center: An add-on role that allows users to book directly onto the schedule from the booking screen. Note: This role must be used in conjunction with the Call Center role.
  3. Call Center: Standard access for call center staff to manage bookings, clients, and view the schedule.
  4. Data Protection Officer: Grants access to GDPR data functions. This role is only visible to HQ Admins. Please submit a support ticket if you require this role.
  5. Dispatch: Access to manage bookings and the schedule.
  6. Finance Admin: Grants access to process refunds and manage financial data.
  7. Finance API - This is for applications authenticating to the Finance API module.
  8. Franchise Admin: Broad access to most areas of Zr Ware®, including all Admin pages. Access to specific admin pages can be limited by customizing permissions.
  9. Franchise Reports: Access to various reports and the mobile reporting app.
  10. Impact - This Role was made specifically for users out of the organization that needed access to a few reports around the Impact Affiliate program.
    • Permissions:
      • Desktop - View
      • Reports - Advertising: Permission to run the Advertising report.
      • Reports - Impact Bookings: Permission to run the Impact Bookings report.
      • Reports - Menu Tab
  11. Marketing: Access to the Marketing Tab.
  12. Media: A highly restricted role that only shows sourcing data in the mobile reporting app.
  13. Payroll: Access to the Payroll Admin page.
  14. Payroll Admin: Grants the ability to finalize payroll runs.
    • Permissions:
      • Payroll - Publish: Can publish payroll for this base.
      • Payroll - Management: Can view the payroll management screen. Payroll management screen will show all bases that you have the payroll - management permission in.
  15. Technician: Standard access for the technician mobile app.
  16. Technician Lead: Allows a technician to view the Daily Jobs of other technicians in the reporting app.

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What are the user permissions?

 

Permissions are granular controls that can be enabled or disabled for a user, overriding the default settings provided by their assigned role(s).

List of Permissions

  • Admin: Controls the visibility of the Admin section and its related pages.
  • Admin Reservations - Write: Allows the user to edit the Admin > Reservations page.

  • Advertising App - View: Gives user access to view the Advertising app. https://www.zrware.com/advertising#!/

  • Booking - Complete Without Hitting Minimum: Allows a user to finalize a booking even if the total amount is below the zone minimum. If disabled, a manager override (username and password) is required.
  • Booking - Immediately Schedule: Displays the "Complete & Route" and "Show Schedule" buttons on the booking screen, allowing for immediate routing and schedule viewing.
         
     
  • Booking - Read: Allows the user to view the Bookings tab and use the View Booking link from the client screen. Allows the user to view Completed jobs.
  • Booking - Reopen: Grants permission to reopen a closed booking.
  • Booking - Update Completed: Allows user to update the contact or address on a completed booking.
  • Booking - Write: Gives permission to create and edit a booking. Some ways to do this is through the New Call button, the Book Appointment button and the Create Booking button.
  • Booking & Scheduling - Write: Gives permission for user to view and edit the Booking & Scheduling page in Admin.
  • Call Back Groups - Write: This gives the user permission to view and edit the Call Back Group page in Admin.
  • Call Center - Details: This gives the user permission to view the Call Details tab in the dashboard.
  • Call Center - Write: Gives the user permission to view and edit in the Call Center page.
  • Callbacks - Read: Gives the user permission to view the Callback features.
  • Callbacks - Write: Gives the user permission to edit Callback features.
  • Clients - Read: Gives the user permission to view and update information for current clients in the Clients tab.
  • Clients - Write: Allows users to create new Clients.
  • Comments - Edit and Delete: Gives the user permission to edit and delete comments.
  • Commercial Types - Write: Gives the user permission to view and edit the Commercial Types page in Admin.
  • Company - Write: Gives the user permission to view and edit the Company Management page in Admin.
  • Company Reporting Groups - Write: Gives the user permission to view and edit the Reporting Groups page in Admin.
  • Dashboard - View Emails: Gives user access to view and edit the Dashboard > Emails screen.
  • Dashboard - View Texts: Gives user access to view and edit the Dashboard > Texts screen.
  • Desktop - View: Allows user to view features on Zr Ware's desktop site. If disabled you will receive a message letting you know you don't have permission to view data in the desktop app.
  • Estimates - Write: Gives the user permission to view and edit the Estimates Management page in Admin.
  • Finance - Edit Past Invoice: Gives permission to user to edit/remove payment after it has gone over to quickbooks.
  • Finance - Refunds: Gives the user permission to view and give refunds through the Finance page in Admin.
  • Finance - Sync QuickBooks Errors: Gives the user permission to view and edit the Quickbooks Errors & Sync page in Admin.
  • Finance API Access: Traverse uses this the user with this role to authenticate when making calls to the system.
  • Invoice - Write: Gives the user permission to view and edit the Invoice Management page in Admin.
  • Invoice Screen - Adjust Services: Allows a user to add, edit, or delete line items and adjust prices/quantities for additional services on an invoice. This does not grant permission to adjust the price or quantity of original booking items.
  • Marketing - Franchise: Gives users permission to view and edit the Marketing tab.
  • Message Center - Write: Gives the user permission to view and edit the Message Center in Admin.
  • Morning Reminders - Read: Allows you to view the Morning Reminders tab in the Dashboard tab.
  • Online Capacities - Write: Gives user permission to edit the online capacities.
  • Online Reservations - Read: Gives user permission to view the Online Reservations tab in the Dashboard.
  • Online Reservations - Write: Gives the user permission to view and edit the Online Reservations tab in the Dashboard.
  • Payment Methods - Write: Gives the user permission to view and edit the Payment Methods in Admin.
  • Payroll - Read: Can view the Admin > Payroll page. Requires Admin and Desktop - View permissions.
  • Payroll - Write:  Can edit the Admin > Payroll page. Requires Admin and Desktop - View permissions.
  • Payroll - Publish: Gives this user access to the publish button after running payroll. This button adds words to the payroll page in the technician app that lets them know payroll has been finalized.
    Markup 2024-11-14 at 08.01.24.png
  • Postal Codes - Read: Gives the user permission to view the Postal Codes page in Admin.
  • Postal Codes - Write: Only an organization Admin can edit postal codes. If the read and write are both disabled they won't see the postal codes option.
  • Quickbooks Errors & Sync - Write (Netsuite Errors & Sync - Write): Gives permission to view and edit the Admin > Quickbooks errors & sync page or the Netsuite Errors & Sync page.
  • Quickbooks Setup - Write: Gives the user permission to view and edit the Quickbooks Setup Page in Admin.
  • Release Jobs: Gives the user permission to Release Jobs for the Technicians.
  • Reports - Completed Jobs: Permission to run the Completed Jobs report from the reporting tab. Must also have the Reports - Menu Tab permission and the Desktop - View permission.
  • Reports - Menu Tab: Gives the user access to the Reporting tab where they can run and filter reports that are in the report drop down list. (ex. Completed Jobs Report)
  • Reports - Mobile: Gives the user access to view the Mobile Reporting App.
  • Reports - Online Reservation Tracking: Gives the user access to view the tracking report in the Dashboard > Online Reservations page. You will need the Online Reservation - Read permission as well.
    • Markup_2022-06-21_at_12.28.54.png
  • Reservices- Write: Gives user permission to view and edit the Reservices page in Admin.
  • Routes - Write: Gives user permission to view and edit the Routes page in Admin.
  • Schedule - Read: Gives the user permission to view the Schedule tab. The Schedule tab gives the user the ability to view the Map View and the Overview. They will not be able to edit the Schedule View unless they have Schedule - Write permission enabled.
  • Schedule - Write: Gives the user permission to view the Schedule tab and edit the Schedule. The Schedule tab gives the user the ability to view the Map View and the Overview.
  • Send Bulk Text Messages: Gives the user permission to send bulk text messages.
  • Services - Read: Gives the user permission to view the Products & Services page in Admin.
  • Services - Write:  Gives the user permission to view and edit the Products & Services page in Admin.
    • Permission defaulted to unchecked for new users. Existing users who have this permission enabled, when added to a new base, the permission will be enabled by default.
    • Back to User Roles
  • Sources - Read: Gives the user permission to view the Sources page in Admin.
  • Sources - Write: Gives the user permission to view and edit the Sources page in Admin.
  • Tags - Write: Gives user permission to view and edit the Tags page in Admin.
  • Tech KPI Leadership View: Gives permission to view all techs KPI's in the Performance Dashboard.
  • Technician - Adjust Booking: Recommended that this is disabled.
    • When Disabled: Deleting a line item that was on the original invoice removes it from the invoice but keeps a record on the original booking. This results in a "negative add-on" for the technician.
    • When Enabled: Deleting a line item that was on the original invoice removes it from both the invoice and the original booking. The technician’s add-on status remains unchanged.
    • Disabled by default when adding new/existing user to base.
  • Back to User Roles
  • Technician - Read: Permission needed to edit booking/invoice without errors in tech app.
  • Technician - Write: Permission needed to edit booking/invoice without errors in tech app.

  • Technician - Daily Jobs: Gives user permission to see the Daily Jobs section in the Reporting App. Must have Reporting - Mobile permission to view the Reporting App.

  • Technician - Daily Jobs - Show All Bookings: This permission allows users viewing the daily jobs screen in the Reporting App to see data for bookings that have not yet been completed. 

    • Must have the 'Reports - Mobile' and another 'Technician - Daily Jobs' permission enabled for this permission to work.
    • Back to User Roles

  • Technician - Daily Jobs - Show All Technicians: Gives user permission to see the Daily Jobs section in the Reporting App. Gives user permission to see other technicians daily jobs in the Daily Jobs section of the Reporting App. Must have Reporting - Mobile permission to view the Reporting App.

  • Technician - Show All Bookings on Schedule: Gives user permission to see all current and upcoming jobs on the schedule. Permission to see completed jobs comes from the 'Show completed bookings' permission. 

  • Technician - Show Completed Bookings: Checking this box will allow your technicians the ability to see all of the jobs they have completed that day.

  • Technician - Show Unreleased Bookings: You have the ability to decide when jobs are released to a technician's mobile device. Giving this permission to a user allows them to see jobs assigned to them, even before the jobs are released. By unchecking this box, the technician will not be able to see their assigned jobs until you release the jobs first.
    This only applies to the tech app. If they have permission to view the main app and the reporting app they could potentially see jobs they are assigned to but not be able to see any details.

  • Technician - Sourcing: Gives user the permission to see the Sourcing section in the Reporting App

  • User - Grant Services Write: Allows this user to give other users the Services - Write permission. Z Inc franchise admins must request access to this from Org admins. Available for all Franchise Admins.
  • User - Read: Gives user permission to view the Users page in Admin.
  • User - Write: Gives user permission to view and edit the Users page in Admin.
  • Waivers - Write: Gives user permission to view and edit the Waivers page in Admin.
  • Zone Capacities - Write: Gives user permission to view and edit the Zone Capacities page in Admin.
  • Zones - Read: Gives user permission to view the Zones page in Admin.
  • Zones - Write: Gives the user permission to view and edit the Zones page in Admin.

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What are the user groups?

 

User Groups are used to control which KPIs a user can view on the Dashboard. For more detailed information, please see the User Groups and KPI Dashboard article.

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What are the company departments?

 

Assigning a user to a department serves two functions:

  1. Schedule View: It sets the default departments that are visible when the user views the schedule.
  2. Technician App: It controls which service line items are visible to a technician in the mobile app.
    • If no departments or all departments are selected, technicians can see all services.
    • If one or more specific departments are selected, technicians will only see services from those selected departments.

Company departments can be managed at Admin > Departments.

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