Amending admin/user groups

Users' and administrators' access to the system is controlled through user and admin groups respectively.

Groups may contain several consol codes or accounts, but settings are always defined at an individual account level.

If more than one user or admin group is associated with the same account(s), access can be defined in different ways - for instance, group 1 may access the account exclusively through the Booking screen(s), group 2 through the Reports screen and the admin group through all the screens. Groups are often used to reflect the needs of different job roles.

	The only account setting that is shared by all the groups that use a given account is Booking Codes i.e. all groups will display the most recently saved Booking Codes for a given account.

Before you start

1.	You can only amend or delete an admin/user group that was created by yourself or another administrator in your admin group.

2.	You must have administrator privileges for the accounts for the admin/user group to be amended.

3.	Moving an individual from one group to another is a two-stage process: removal from the existing group and assignment to a new group. An administrator who needs to move individuals must have admin privileges for both groups.

Two administrators can make the transfer transparent by coordinating the removal and reassignment of the user. This avoids a situation where the user completely loses access to the system for a time. Individuals who are moved from one group to another receive a "Changes to Your User Profile" notification from the system - no action is required.

4.	Document the required amendments to the group settings for each account that is/will be associated with the group - screen access permissions, services/vehicle options, booking codes and notifications (not all necessarily apply).

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.

Actions

1.	Select ADMIN > Group Management > View/Amend User Group or >View/Amend Admin Group.

2.	Click Search.

Type the full name into any of the search filter fields and then click Search

If you only type part of the name/number into a field, use the asterisk wildcard.

Depending on the search, system displays all the admin or user groups in the client that match your search criteria.

3.	Find the group you require:

a)	To temporarily disable all the members of the group from using the booking system, click Block.

b)	To modify the group settings, click Amend for that record, and follow this procedure.

c)	To delete the group, click Delete for that record.

Search Result column	Description
Admin / User Group Name	The group name.
E-mail Address	The user ID of the administrator who created the group.
No. of Consol Codes	The number of consol codes which are associated with the group.
No of Accounts	The number of accounts which are associated with the group.
Enable / Blocked	A toggle button - click to swap the state of the group. Enable: allows all members of the group to log into the system as normal. Block: bars members of the group from logging into the system.
View	Displays, as read-only values, all the accounts and account settings associated with the group.
Amend	Displays all the accounts associated with the group and permits you to view and amend the account settings. When you click Amend, follow the instructions given here.
Delete	Removes the group completely. You cannot delete a group until all members of the group have been removed from it.

4.	Click Download CSV file to get a similar summary table for all the groups listed.

5.	When you have completed amending the data click one of:

Save (save and stay on the same page) / Save & Close (save and leave the page) / Close (cancel the changes).