This article is for Administrators and Managers, aimed at providing an overview of the general usage of the Accounts tool from their perspective. This includes navigation through the different levels, and the process of creating various account types.
As a general rule, it is only possible to create accounts for groups that are below you in the Account Hierarchy, and they can only be made a part of regions that are under your control. This also applies when searching for accounts on the platform.
The exception to this is Administrators, as they are able to create accounts for the groups that they belong to, as well as below them (same applies to searching accounts). Because of this rule, different levels of Managers will have slightly differing experiences with the Accounts tool.
See Understanding the Account Hierarchy for more information.
On the Accounts tool page, you will find thebutton to create an Account. In addition to creating all account types (of their own Role and below), World Manager and National Manager accounts also have the ability to create External Surveys and AASN accounts.
Note: Clicking either of these buttons will lead to the Account Creation page.
Editing/Updating Account Information
You are able to edit an account directly from the Accounts page, which is helpful for updating account information (when required). Simply click on the 'pencil' (edit) icon next to the account's name to be directed to their profile.
Note: Once you have updated the account, you will automatically be redirected back to the Accounts page.
Every account listed within this tool also can be activated (clicking on the red X) or deactivated (clicking on the green Check). Once this is done, the account cannot be logged into, and it will be moved from the list of accounts currently assigned to some region, to the inactive accounts list.
If Exit Interviews have been setup, you may also be prompted as to whether or not the deactivated user should be sent a request to complete the survey. See Exit Interviews for more information.
By default, the Accounts page shows 'active' accounts only. To view 'inactive' accounts, please check the "All" or "Inactive" filter under the STATUS section, then click on thebutton.
All 'inactive' accounts are distinguishable due to having the phrase "Inactive Account" next to their account name, as well as a 'cross' icon in the Active column.
Tip: You can easily enable & disable accounts by clicking on the status icon in the Active column. For example, if you click on the 'tick' icon, this will disable the account and change the icon to a 'cross'.
By default, the Accounts page shows 'assigned' accounts only. To view 'unassigned' accounts, please check the "Unassigned" filter under the LOCATION section, then click on thebutton.
All 'unassigned' accounts are distinguishable due to showing a blank/empty value in the Country, Area and/or Location columns.
Note: As an example, accounts can become 'unassigned' if the location they were assigned to is deleted.
Tip: You can easily reassign accounts to their applicable location by clicking on the 'pencil' (edit) icon
In addition to the default platform search function, the Accounts page features a 'Filters' section, containing a range of useful fields for filtering accounts. See full list below:
- First Name
- Middle Name
- Last Name
- Expired Password - checking this option will show all accounts that have an expired/inactive password
- Active [default]
- Country (available for World Managers only)
- Unassigned (available for World and National managers only) - checking this option will show all accounts that are not assigned to a country, area and/or location
Tip: All of the drop-down fields within the 'Filters' section feature an 'auto-complete' function. Meaning, you just need to start typing the name (e.g. of a location), and the field will return all applicable results for you to choose from.
World Managers have the ability to create & edit all account types, including other World Managers. They can also create External Surveys accounts.
National Managers have the ability to create & edit Area Manager, General Manager, Store Manager and Employee account types, as well as other National Managers - within their assigned country (or countries) only. They can also create External Surveys and AASN accounts.
Area, General and Store Managers
Area, General and Store Managers have the ability to create & edit subordinate accounts only.