How to Manage Users in FranConnect

Michael Montero

Updated June 05, 2024 15:06

One of the essential tasks when setting up your FranConnect environment is adding users, so that your team can collaborate efficiently and access relevant information. In this article, we will cover how to manage users in your FranConnect environment.

Note: You will be billed for each user you add to the FranConnect system with the exception of franchise users. Please review your license to ensure you understand what you will be charged for adding users.

Overview of FranConnect User Types

Once you have logged into your FranConnect environment, navigate to the Admin module by clicking the gear icon at the top of the screen.

The Users menu is the top menu displayed. Note that you have the ability to add four types of users as well as the ability to import them from a CSV/TXT file.

Let's take a closer look at the different user types that can be added:

Corporate User: A corporate user typically represents the main franchisor organization or the corporate headquarters. This user has the highest level of access and permissions, enabling them to manage and oversee the entire franchise system, set up new franchises, and manage communication, reporting, and analytics for the organization.
Brand User: A brand user is typically an individual responsible for managing a specific brand within a multi-brand franchisor organization. They have access to information and tools relevant to their specific brand, enabling them to oversee operations, marketing, and support efforts. This user type is particularly useful for organizations that operate multiple brands and need to manage them separately.
Regional User: A regional user is responsible for overseeing a specific geographical area within the franchise system. They have access to information and tools for franchises within their designated region, allowing them to provide support, monitor performance, and ensure compliance with brand standards. This user type is essential for large franchise organizations with multiple locations across different regions.
Franchise User: A franchise user represents an individual franchisee or a franchise location. They have access to tools and resources tailored to their specific franchise, enabling them to manage their day-to-day operations, communicate with the franchisor, and access training materials and support resources. This user type is vital for the smooth functioning of individual franchise locations.

Now, let's delve deeper into the process of adding users and explore the method for importing users.

Adding a User

Note: In this section, we are using a corporate user as an example. However, the steps and options are roughly equivalent for all four types of users we have detailed above.

To add a new corporate user, first click the Corporate Users button from the admin page that we accessed above.

On the following screen, click the Add Corporate User button.

You will be taken to the following page:

Let's take a closer look at some of the most important options to configure for a user.

Assign user roles

FranConnect uses roles to define access and permissions for each user. Select the appropriate role for the new user from the available options. Roles to consider for a corporate user may include:

Administrator
Operations Manager
Marketing Manager

Bear in mind that users will be given the appropriate permissions associated with the roles chosen for them.

Set up the user's password

You will need to set a password for the new user. However, if you choose to notify them of the user creation via email, they will be prompted to create a new password. All passwords must be between eight and 30 characters long.

Notify new user

You can notify the new user of their account creation by checking the Send Notification box at the bottom of the form. An email will be sent to the user notifying them of the user creation and giving them access instructions.

When you are finished configuring the user and have confirmed that the options selected are correct, click SAVE to finish creating the user.

Importing Users from a CSV/TXT File

To import new users, first click the Import Users button from the admin page that we accessed above.

You will be taken to the following page, from which you can choose the type of user(s) you wish to import:

Once you have chosen the correct user type to import, you will see the following page:

Specify the file format and choose the file you wish to upload in order to import users. If you need an example data file, click the Download Data Sample link highlighted above. Click Continue once you have confirmed that the file you have selected is the correct one.

On the following page, you will be able to map the different inputs in your file to specific fields in the FranConnect system.

Select a time zone and role for the new users at the bottom of the page. Once you have confirmed every field is properly mapped, click Continue. The following page will confirm your selections. Review this page and then click Continue again. Your users will be imported into the system.

Deleting a User

Note: It is usually best practice to deactivate a user instead of deleting them in order to preserve any records associated with the user. To learn how to do so, skip to the Deactivating a User section.

To delete a user, first click the correct button for the type of user you want to delete from the admin page that we accessed above.

Note: In our example, we will delete a corporate user.

Once you have located the user you wish to delete, click the gear icon on the right-hand side of the screen next to the user's name. Select Delete from the drop-down menu.

Click OK on the following popup:

If the user is currently associated with any courses or tasks, the system will offer you the option to reassign these records. If you wish to do so, click Reassign and you will be able to reassign the records from there. If you do not wish to do so, click Delete to proceed with removing the user.

You will receive a confirmation that the user has been successfully deleted.

Click Close and refresh the page to confirm that the user is no longer in the system.

Deactivating a User

To deactivate a user, first click the correct button for the type of user you want to delete from the admin page that we accessed above.

Note: In our example, we will deactivate a corporate user.

Once you have located the user you wish to deactivate, click the gear icon on the right-hand side of the screen next to the user's name. Select Deactivate from the drop-down menu.

Click OK on the following popup:

You will receive a confirmation that the user has been successfully deactivated.

Click Close and refresh the page to confirm that the user has been successfully deactivated.

Conclusion

Adding users to your FranConnect environment is a simple and straightforward process that ensures seamless collaboration among your team members. By following these steps, you can efficiently manage user access and permissions, while also maintaining control over your franchise operations.