Users' and administrators' access to the system is controlled through user and admin groups respectively.
Groups may be defined at the consol code or account level, but group settings are always modified at an individual account level. (It is not currently possible to copy group settings from one account to another.)
Before you start
| 1. | You must have administrator privileges for the accounts which you will associate with a new user or admin group. |
| 2. | Draw up a table of the group's business-driven requirements for each account in the group. For a full list of fields refer to Group screen; not all the settings necessarily apply. |
| 3. | Booking codes are account-specific. Ensure that any changes that you plan to make to these values are valid for all the groups which are associated with the given account. |
| 4. | Ensure that you are familiar with the key facts about Groups and worked through the Group/Account example setups 1 and 2. |
Actions
If you have access to more than one client number, check that the correct one is selected in the account navigator.
| 2. | Type a name for the group that is unique for the client. |
| 3. | If the new group is to have the same settings as an existing group, select the existing group's name from the dropdown list and click Copy. Then go to step 8. |
You can always add more accounts or remove some accounts if necessary.
| 5. | Highlight one radio button and click Search. |
The filter you choose will be permanently associated with this group.
| • | Highlight to pick all the accounts in selected consol code(s). |
| • | Highlight to pick some accounts from one or more consol code(s). |
| a) | To use all the items in the list, click >>. |
| b) | To use some of the items highlight them using mouseclick+CTRL and then click >. |
NOTE: You can add accounts from different consol codes into the list.
| 7. | To remove some of the accounts from list, highlight them using mouseclick+CTRL and then click <. |
Once the list is complete, click Save.
Start assigning group privileges on a per account basis, using the following steps for each account.
| 8. | Highlight one account from the list and click Load Settings. |
The panel is displayed with a mixture of mandatory, locked and optional settings which are inherited from the default settings.
Refer to Group screen - generic items for an explanation of the column headings (in alphabetical order) and field constraints.
You can edit each of the main panels by following the steps below.
If you wish to choose a different account, click Clear Settings at the bottom of the screen. It is not currently possible to copy group settings from one account to another.
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| a) | If this is an admin group, the check box is automatically ticked. |
| b) | Depending on the client's default settings, you may see one or more checkboxes. Tick the options that are required for this group - there is more detail in Screen Access Permissions panel. |
| ▪ | - gives group members access to the screens. |
| ▪ | - enables group members to get booking quotes for information only (automatically selected if is ticked). |
| ▪ | - enables group members to generate reports using various filters. |
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Refer to Group screen - generic items for an explanation of the column headings (in alphabetical order) and fields.
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As booking codes are specific to an account, any group with access to the selected account uses the same booking codes. When a booking code is modified, the change affects all groups that use the account.
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If you choose to change the booking code, you can:
| a) | - when ticked, the booking code field will be displayed in the screen. |
This checkbox is unavailable if the field has inherited a mandatory setting.
| b) | - when ticked, you must set up the validation rules in the panel below. |
| c) | Change the label of one or both booking codes by entering the new name in Label. |
The new label is displayed in the panel below.
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As booking codes are specific to an account, any group with access to the selected account uses the same booking codes. When a booking code is modified, the change affects all groups that use the account.
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Choose whether the booking code is or .
| o | If you select , you must click Enter Booking Codes and set up the list. |
| o | If you select , and the user-entered data has to be validated, click Validation Rules to set up the rules. |
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This panel displays the inherited services and vehicle options for the selected account.
Refer to Account settings for an explanation of the column headings (in alphabetical order) and field constraints.
| a) | Refine the settings to suit the requirements of the group. |
| b) | You must choose at least one and one for the account. |
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If the account has an inherited maximum value for and (i.e. mobile) Numbers, you can reduce the value but not increase it.
Once it is set up for a group/account, the notification feature is available to bookers who tick the event and associate it with an email address/mobile number in the screen
Refer to Account settings for an explanation of the column headings (in alphabetical order) and field constraints.
If you choose to change the notifications, you can:
| a) | Type the new value in the field for . |
| b) | Type the new value in the field for . |
| c) | Tick for the events which will trigger notification(s) when completed. |
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This panel provides bookers with limited flexibility to offer different vehicle types.
Refer to Account settings for an explanation of the column headings (in alphabetical order) and field constraints.
| a) | Tick the and/or if you want to give bookers some flexibility in the service/vehicle options. |
When ticked here, the system calculates an (using journey data such as type, number of passengers and luggage information) for each booking made against the selected account. This information is displayed in the screen and the booker can choose the alternative vehicle and cost for the booking.
| b) | Specify the upper limit for by typing a value. |
If the account has an inherited value, you can decrease this value but not increase it.
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This panel provides privacy options for including booking details on reports and the screen.
| a) | Tick one or both and to enable costs to be displayed on the reports and on the screen respectively. |
| b) | Tick so all users in the group can see information about all bookings made against this account. |
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| 15) | Click Preview to view the screen that would be generated using your settings for the group and account. |
| 16) | When you have completed setting up the group click one of: |
Save (save and stay on the same page) / Save & Close (save and leave the page) / Close (cancel the changes).
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