How To Add A New User In AutoPlayAuto.com

How To Add A New User In AutoPlayAuto.com

To create a User in AutoPlayAuto.com you must have the 'User Admin' role.  As a manager in the User Admin role you can view 'My Users' in the LHS navigation menu under Settings>Company Settings.  You can also view via the shortcut menu next to you user detail in the top right of the application.




In 'My Users' you can view a list of all the users in the account but you will only be able to edit the ones you are a manager of.  You can download a list of the users in your account via the 'Download' button in the grey action menu.

You can search for a particular user via the keyword search by typing in a User ID, Last Name, First Name, Phone, Mobile, Email or Title.  You can click on any of the headings to quickly sort your user list alphabetically or numerically.  The 'User Type' drop down allows you to filter between user with access, 'View Only', 'No Access' and 'Deleted' users.
  1. System Admin - Legacy setting being phased out.  Controls  EMD specific menus - enables Email, Contact, Listing and Vehicle Registry menus and Enables the 'Trade Me' check box on Listing Detail Screen
  2. Data Admin -  Legacy setting being phased out.  Enables the 'Trade Me' check box on Listing Detail Screen
  3. Basic User: no effect.  Visual cue used to indicate a user is not a manager.
  4. View Only – User that can view whatever they are set up to view via Role Management, but the User cannot edit any information within AutoPlayAuto.com.  Their name still appears within the user drop down lists.
  5. No Access – User that cannot login but their name will still appear in User drop down on a lead IF the lead is still assigned to them and in reporting.autoplay.co.nz.  Lead remains assigned to this user.  User does not appear in user allocation lists.
  6. Deleted' users – User that cannot login, name will not appear in any lists/drop-downs and any leads etc assigned to them will become Not Allocated.



To create a new User click on the + icon in the grey action menu.  You will need to complete the following data;

1.  Details
  1. User Type (Autoplay Users only) 
  2. Add the Users First Name (compulsory), Last Name and Email Address (compulsory).  This email will be used for the user login and will be enough to create the User account but we recommend completing as much info as possible - this info is pulled through to Email Templates so for a professional approach add Title, Phone and Mobile numbers as well.
  3. In 19.4 we added a 'Location' field to Users screen to specify where a user is based (free text field)
  1. AutoPlay Users will also be able to enter a 'Code' which is used to map leads across different accounts when using the Lead Allocation function.
  1. If you have integration with a DMS or other 3rd party system you should also complete 'Ref Code' and 'VMS Code' as these will be critical to the records being assigned to the correct user.
  2. Dept Code is used to map leads to this user's department from CRM/DMS
  3. User PIN - This PIN is used when checking for similar customers on a Test Drive Kiosk
  4. Completed AutoPlay Academy is only editable by Autoplay Staff and shows whether the User has completed the Academey.
  5. Send Welcome Email is only visible to Autoplay staff. 





2. Account Preferences
Select a 'Default Landing Page' that the user will see when they first login.  If you use Sales Pipeline we recommend setting the 'Dashboard' as the default.  The list of screens within this drop down will be determined by what roles exist within the dealership (i.e you will not see Dashboard if you are not a Sales Pipeline client).

You can also set a 'Default Yard' from the list of yards set up in the dealership.  This will automatically default your Dashboard or Listings screens to whatever Yard is selected here.  You will still be able to filter to other Yards set up in the account.  Note there is no role management affecting the display of these Yards in the 'Default Yard' drop down - it will display every Yard set up in the account.

When you create a lead with no listing the lead will also automatically default to your Default Yard.




3. Sales Pipeline Preferences

Progression
The Progression filter controls whether the user initially sees leads that are already being worked on, or all leads.  The default is 'Any Progression', however this can also be set for 'New Leads' or 'In Progress'. 
  1. New Leads - The Users Dashboard will initially only see brand new leads that have not been edited by a user
  2. In Progress - The Users Dashboard will initially only see leads that have been updated by a user
Default leads filter to me
The 'Default leads filter to me' check box is used for Lead Managers.  If ticked the user will still have access to view leads for any user they share the Manage Leads role with, however when they first access the Dashboard it will be filtered to show leads under their name only (the user can still filter using the 'User' dropdown to view other leads they have role management rights to view.  If unticked the user will see all leads for all users that they are managers of.
When Dashboard default setting is 'All Users', it will display the logged in Users name immediately under the 'All Users' option

Dashboard Filter By Current Progress Only
The 'Dashboard Filter By Current Progress Only' will determine whether the Progress filter is automatically set to show only the Current Progress the lead is at in the road-to-the-sale, or whether the Progress filter instead is set to filter Progress by any progress the lead has previously been through.

Dashboard Date Range Presets 
The Dashboard Date Range Presets determine what your filters are set to when you access the Dashboard.  The Dashboard defaults to filter by your leads 'Next Action Date' (the date you have scheduled the next action for follow up in your calendar).  When set to 'Next Action Date' you will be able to set your Dashboard to automatically display by;
  1. 'Stalled (> 21 Days)'
  2. 'Overdue (-3 to -20 days)'
  3. 'Now (+/- days)'
  4. 'Today'
  5. 'Upcoming (+3 to + 20 days)'
  6. 'Future (>21 days)'
  7. 'Custom' ('Custom' just ensures your Dashboard opens with the Custom date filer already exposed).  
You can choose multiple options by ticking multiple check boxes. 

If you change the Display Date to 'Created Date' the pre-set date range options change to;
  1. 'Today'
  2. 'Yesterday'
  3. 'This Week'
  4. 'Last Week' 
  5. 'Custom' 
  6. 'All' (note if you select All please be aware this may cause your Dashboard to run slowly depending on how many leads you have in visible in your account)


4.  Email Preferences
  1. Email Template - Select the default email template you want to use when sending a Email Response to a customer (via My Emails, Dashboard, View Lead etc). Note - will only allow you to select Email Templates with type = Email Response
  1. Email Reply Template - Select the default email template you want to use when sending an Email Reply to a customer.  An Email Reply is when you have the 'Track Email Conversation' role on and have captured a customers reply to your email, and then you wish to reply to them a second time.  It can be set as it's own unique default template as you may not want to use a video email template once the email conversation is in full swing.  Note - will only allow you to select Email Templates with type = Email Reply.
  1. Live Lead Template - Select the template that will be the users default when they send a Live Leads email from 'Email Campaigns'.  Note - will only allow you to select Email Templates with type = Live Leads.



5.  Save & Set A Password 
Click on the red 'SAVE' button to save your created user.  However please note that although a new user account has been created, they will not be able to access AutoPlayAuto.com until the set a new password.

For security reasons AutoPlayAuto.com does not store a password field so you cannot set this up directly in the application.  There are two ways to set a password - you can prompt a email reset from the My User screen, or the user can click 'Reset Password' from the Login screen.  Click HERE to read more about setting/resetting passwords.


6.  Role Management - In order to ensure your User sees the right Listings and Leads, and has access to all the right screens it is also essential that they are set up with the correct Role Management.  

After the initial save when creating a new User you can view what roles they are set up for via the 'Roles' section that appear on My Users screens.

Role Groups can be assigned to a User and roles can be added directly from this section as well, including setting the Manager flag. 





7.  Duplicate Users
In some cases the new User you are setting up will be replacing a previous User.  We do not recommend modifying an old User account to the new user as this will distort your historical reporting.  However you can duplicate an existing account - saving yourself time compared to fully creating a new user from scratch. 

When you duplicate a User account it also copies across their Role Management set up - meaning that you do not need to create all the users roles from scratch.  You can view the Users roles in the 'Roles' section that appears on each User after the first time the record is saved.



To duplicate a User click on the 'MORE' icon in the grey action menu, and select the 'Duplicate User' option.  Simply enter a First Name, Last Name and Email for the new User and click 'SAVE'.  You can then click on 'Reset Password' to fire a email to the new user to set their password for AutoPlayAuto.com.




8.  Audit
If you have the 'Audit' role you will be able to view a history of all your changes via the 'Audit' option in the grey action menu.

9.  Notes
If you need to write a specific note about a User you can do so via the Notes field.  AutoPlay may also use this field to note anything special about this users set up.  The Notes field is not visible anywhere in the application except on the User screen.  If you require more space to write notes you can drag the bottom right corner of the field down as required.



10. Save Record
On save of the record a check is done to ensure all mandatory fields are completed.
In addition a check is made to ensure a record does not already exist with the same 'First Name' and 'Last Name'.  If one exists the following error will display.