AutoPlay Automotive Ltd

Role Management Overview

Role Management is available for Autoplay Users and users who are assigned to the 'Role Manager Admin' role.  
  1. Managers can add or remove users to the Role, Non-Managers have view only access. 
  2. Not all Roles can be administered to users with the 'Role Manager Admin role', as some Roles are more complex than others and are best administered by Autoplay staff.
This Support Article provides an overview of how Role Management is administered and the Reporting options.  Please see the following article(s) for more information.

  1. Managing Roles This Support Guide covers how to add Dealers/Users to Roles, and setting the Yard and Notification settings for a Role.  Please note that not all roles have Notification, Yard or User settings.   
  2. Managing Role Groups  This Support Guide covers how to setup Role Groups and how to assign Role Groups to users. 
  3. Deleting Roles from a Dealer This Support Guide covers how to remove a Role from a Dealer.  Role Management restrictions apply. 
  4. Managing Roles from the User Screen

Navigation and Role Management List Screen 

  1. Role Management is accessed by navigating to Company Settings/Role Management. 
  2. The Role List Screen displays all Roles that are currently allocated to the logged in Dealer, or in the case of Autoplay all Roles will display.
  3. The List Screen can be searched by Keyword and can be filtered by Role Type
    1. Admin Roles
    2. Autoplay Roles
    3. Contact Management Roles
    4. Email Roles
    5. Form Roles
    6. Lead management Roles
    7. Listing Management Roles
    8. Notification Roles
    9. Prospect Roles
    10. Report Roles
    11. Service Pipeline Roles
  4. The '+' icon is used to Add a Role and the three dot More menu provides access to Reporting and the Download List functions. 


In 20.8.1 we improved the way Notifications are handled within selected roles.  Where previously in app Notifications, Email and SMS notifications were controlled via a single 'Notifications' check box we've now added the ability to specify for each user the specific type of notification the user wants to receive.




We've also simplified the Bulk Notification Settings which give AutoPlay and users with the Role Manager Admin role more control and efficiency when managing large sets of User notifications.  Any Bulk setting will prompt you to overwrite the individual settings for each user.  Any changes to the individual User after this will supersede the Bulk macro setting, The Bulk setting is simply a tool to make selecting notification settings easier - the ticks against each individual user are what is acknowledged when Notifications are sent out.

When using the Bulk Notification Settings function there will be up to three types of notifications depending on what is available for that particular role;
- Send Emails (if a Email notification exists you can set up Email notifications to go to the selected group of users)
- Send SMS  (if a SMS notification exists you can set up SMS notifications to go to the selected group of users)
- Send Notifications  (if a in app notification exists you can set up in app notifications to go to the selected group of users)

When you have ticked the types of notifications you want to bulk add you can then select the types of users you want to add this to;
- All Managers (selecting this in the drop down will add whatever notification types are ticked to any user ticked as 'Manager' in the role)
- User (selecting this in the drop down will add whatever notification types are ticked to ALL users in the role - Managers and Non-Managers alike)
- None (no bulk setting will apply - can be used to clear all individual user settings)




Reporting

From the three dot menu option on the Grey Menu bar is a Reporting Option with two reports available.
  1. Export Current Roles
    1. Provides a snap shot of Roles that are assigned to the Dealer and each User and includes the Yards for each Role.
    2. Sort Order is by User_id.
    3. Columns: Dealership, User_ID Firs_Name, Last_Name, Email_Address, Role, Role Name, Role_Yard, Is_Role_Manager
  1. Roles Audit Report
    1. Provides a snapshot by Role of all actions on that role, included but not limited to the date created and users and yards that have been added to the Role
    2. Sort Order is by Role
    3. Columns: Dealership, User_ID, First_Name, Last_Name, Role, Description, Audit_Action, Audit_Date
 



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