Roles are used to configure which screens, agents and clients a user will have access to. The Role editor is found by:

  1. Click the Start button on the bottom left of the screen.
  2. Select User Management option form the menu popup.
  3. Select Role Management menu option from the menu on top left screen.

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Create a new Role.

If you have selected an existing role from the grid click the Clear Role button. You must complete the following to successfully create a new role:

  1. Role Name.
  2. Role Description.
  3. Access All Agents Flag.
  4. Access All Clients Flag.
  5. Actions/Permissions

We recommend a role name should describe the level of access e.g Operator, Supervisor, Agent with the description to provide details on the users primary work activities e.g Invoicing/Administration, Scheduler / Data Entry, etc.

If the role is required to access ALL Jobs then both Access all Agents and Access All Clients need to be checked. If your giving access to an external party like a contracting agent then one or more these flags will be left un-chkecked.

Role Permissions

To control which screens a role has access to you must set the permissions/actions. Below is outline of the groups

Permission Groups. Description
Appointment Appointment Tabs on the Appointment menu bar.
Job Management Job Tabs on the Job menu bar.
Configuration Management screens used to setup forms,emails,etc.
Appointment Audit Access to the Audit Tab in an Appointment and the Audit Center.
Admin Report Access to reports section of ASAP, to review customer data in bulk.
Admin File Transfer Access to export and import screens.
Invoice Access to export and import screens.
Suburb Manage and view suburbs lists.
Fieldworker Setup and manage fieldworker accounts..
Agents Agent Management: Setup and manage Agents.
User Management Manage other users and roles.
API Access Allow user to setup fieldworkers through runabout.
Product Management Setup and manage products.
Stock Management View and control the stock functions.

Each permission has a short description on what it does.

Generally an operator should have access to all permissions in the following groups.

  1. Appointment Management.
  2. Job Management.
  3. API Access.
  4. Agents Management.
  5. Product Management.
  6. Stock Management.

This will allow the operator to view appointments/jobs but not have access to advances configuration screens or reports that allow them in bulk access to customer data.

A Compliance Operator should have the basic access and

  1. Appointment Audit (if their doing compliance work).
  2. Reports

Your IT or your designed ASAP manager should have a global administrator level of access. You will not need to set a role for them.


Update an Existing Role

Select the role you need to amend from the gird. The ‘Create Role’ button will be replaced with the ‘Update Role’ button. Please update the required fields and click the Update Role button to save your changes.

Your operators do not have to log out for these changes to take affect.


Remove A Role

You can only remove roles that have NOT been assigned to your users so if the button is a mirror to the example below please remove the role first from your users.

Once this is done then:

  1. Open the Role Management screen.
  2. Select the Role from the grid.
  3. Click the Remove Role button.

A role can not be recovered once removed, please take care.