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User Guide: User Entry

Pre-requisites:

• TEAMS Glossary
• Groups Entry
• Group Permissions
 

Introduction:

Welcome to the User Entry User Guide. This document explains what Users are and will show you how to setup Users.

Explanation:

In TEAMS you need to create the Users to be able to use the system. The user then gets linked to permissions that allow them to view certain screens. Without giving the user permissions they will not be able to use TEAMS.

How to:

Step 1: When you logged in then select TEAMS>Setup>Organisation>Users Entry.

Step 2: Enter the Login User Name.  This name is the name the user will enter into the login screen for TEAMS.  This does NOT have to be the user’s full name.  Then enter the Password for the users account and also the user name into the User Name field.  This should be the user’s full name as it will be used on the screen and in merge fields of reports etc.  Select the tick boxes of the campus/s the user will need to see information for as shown below. It is recommended that unless you only want a user to log into one of your campuses (you should then select only that specific campus tick box) that you link a user to the campus of ALL and that is the campus they should select in the login screen for TEAMS.  If you link a user to only specific campuses (not campus = ALL) then they have to select a specific campus to log into and they will only see relevant data for that campus.

Step 3: If you want to link a group to the user to inherit permissions select the Group Name from the Group drop down. If you do not link a user to a group then you MUST setup the users permissions in the User Permission screen.

Step 4: If the user is only a temporary staff member then it is recommended the date the user is to stop using TEAMS is entered in the Account Expiry field. This will make the user not active after the account expiry date so the user can no longer user TEAMS. You MUST make the account active again at a later date if necessary.

Step 5: Enter the primary information of the user of the Phone #, Fax #, Email Address and Mobile #.

 

If you do not enter an Email Address the user will not be able to send emails from TEAMS. If you do not enter a mobile # the user will not be able to receive SMS’ from TEAMS.

Step 6: To allow the user to View All Leads & Prospects in the Leads and Prospects Marketing Centers select the View All Leads & Prospects tick box.  Please note: when a user enters a Lead or Prospect into the system it links that lead or prospect to their user name.  So for example if your reception staff take the initial call from a lead or prospect and enter into TEAMS then it is linked to their user name. So with this in mind you need to decide if this is the case then anyone who needs to view the Lead or Prospect Marketing Centre then you MUST select this option otherwise your marketing staff would NOT be able to see these entries. If on the other hand your marketing staff will enter the information into TEAMS and you want them to only see what they have entered then you do NOT have to select this option.  When you select this tick box a new tick box shows for Default Lead/Prospect Marketing Centre to All Users as shown below.  This means (where you have chose to show ALL in the above setting) that when the user loads the Lead or Prospect Marketing Centre it will load ALL users entries, if you do not select this it will only load the users entries and they will have to chose to display ALL. 

 

To allow the user to View All Tasks assigned to staffs select the View All Actions tick box.  If you want to be able to enable alerts select the Enable Alerts tick box.

Step 7: If you have decided to allow the group to see SOME group’s Leads & Prospects and/or Tasks go to the sharing tab. If you want to allow the user to see EVERYONE’S Leads & Prospect and Action information you should be using the required tick boxes in Step 6.

Select the Sharing Item you want the user to see i.e. Leads & Prospects or Tasks and select the Add button to add the information to the grid.

Continue to select a User Name and Sharing Item until you have allocated all sharing permissions.

 
Step 8: Enter the local and mailing address for the user. If you do not enter a mailing address for the user you will not be able to do a Mail Merge to the user.

 
Please Note: Remember you need to select the lookup icon next to the Suburb/City field to select the suburb. Only where the suburb does not exist should you be entering information into the Suburb, State, Postcode and Country fields.

Step 9: Enter the Next of Kin information in the Next of Kin tab. The next of kin information is very important in case of an emergency.

 
Please Note: Remember you need to select the lookup icon next to the Suburb/City field to select the suburb. Only where the suburb does not exist should you be entering information into the Suburb, State, Postcode and Country fields.

Don’t forget to select the SAVE ENTRY icon in the top left hand corner of the screen to
SAVE what you have just entered.  If you close out of the screen before selecting SAVE ENTRY your entry will NOT be saved.

Also, to create a new entry you MUST select the NEW ENTRY icon in the top left hand    corner of the screen so the screen can be refreshed and ready for the next entry.  If you leave your current information in the screen and type over it you are MODIFYING the entry.

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