This article has been prepared to include all the changes in product for location and user management for customers integrating with a new Foundation platform. The following articles detail how Foundation manages locations and users, which automatically syncs with your World Manager system. The below details a change in the default language and shows how it maps to user and location information.
Location Mapping
Division = Country
Region/Area = Area
Location ID (or Franchise ID) = Location
User Mapping
Corporate Users = World Managers
Divisional Users = National Managers
Area Users = Area Managers
Location Users = General Managers, Store Managers, Employees
Table of Contents
- Creating New Divisions
- Modifying Divisions
- Creating Areas/Regions
- Modifying Areas/Regions
- Creating New Locations
- Modifying Locations
- Creating New Admin/Corporate Users
- Modifying Admin/Corporate Users
- Creating New Divisional Users
- Modifying Divisional Users
- Creating New Area/Regional Users
- Modifying Area/Regional Users
- Creating New Location Users
- Creating Multi-location Users
- Modifying Location Users
- Changing a Username
- Modifying a User's Password
- Assigning Password Policies
- Updating User Information/Custom Permissions in World Manager
- Updating Module Sequencing
- Location Manager creating an Employee for a single location
- Location Manager creating an Employee for multiple locations
- How to add Locations to Employees
- How to remove a Location from a Multi-Location Employee
- Deleting a User from a Location
- How to add Employees to Locations
- How to remove Employees from Locations
- How to change an Account Group for an Employee
- How to Deactivate an Employee
- How to Activate a Deactivated Employee
- How to Delete an Active Employee
- How to Search for an Employee
- How to change an Employees Password
Administrators
Creating New Divisions (Countries)
Note: Divisions can be set up in multiple ways. Please consult with your customer service representative to discuss the best solution for your business. For example, for multi-brand companies, you can set up each division as brands (e.g., Brand 1, Brand 2, etc.).
For a single brand that is international, you could set up divisions as countries (e.g., United States, Australia, etc.).
For a single brand operating in a single country, you can set up one country as a division or you could set up divisions as departments (e.g., Head Office, Warehouse, etc.).
To create a new division, navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Divisions Management on the left-hand sidebar.
Click Add Divisions.
Give the division a name and click Submit at the bottom of the page.
The new division will be created.
Next, let's look at how to modify a division.
Modifying Divisions
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Divisions Management on the left-hand sidebar.
Click Manage Divisions.
Click the gear icon next to the division you wish to edit and select Modify from the drop-down menu.
Make the required changes to the division and click Submit at the bottom of the page.
Creating Areas/Regions
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Area/Region Management on the left-hand sidebar.
Click Add New Area/Region.
Fill out the Area/Region details and click Submit at the bottom of the page.
You can choose to either add users now or later.
Next, let's take a look at how to modify an area/region.
Modifying Areas/Regions
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Area/Region Management on the left-hand sidebar.
Click Manage Area/Region.
Click the gear icon corresponding to the area/region you wish to edit. Select Modify from the drop-down menu.
Make the required changes to the Area/Region and then click Submit at the bottom of the page.
Next, we'll take a look at managing locations.
Creating New Locations
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Location Management on the left-hand sidebar.
Click Add New Location.
Enter the applicable location details and then click Save & Next.
Add owner details if applicable. Click Submit or click Skip if you don't wish to add owner details at this time.
Add user account details if you wish to now. Click Submit or click Skip if you don't wish to add user account details at this time.
Next, let's take a look at how to edit an existing location.
Modifying Locations
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Location Management on the left-hand sidebar.
Click Manage Locations.
Click the gear icon corresponding to the location you wish to edit, and select Modify from the drop-down menu.
Edit the required fields and click Save.
Next, let's take a look at how to manage various types of users.
Creating New Admin/Corporate Users
Note: The "World Manager" profile from World Manager maps to the Corporate User in FranConnect.
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Corporate/Admin Users.
Click Add Corporate/Admin Users.
Check the "World Manager Access" box and select the "World Manager Account Group" from the drop-down menu.
Edit the rest of the required fields and click Add.
Next, let's take a look at how to edit Corporate/Admin users.
Modifying Admin/Corporate Users
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Corporate/Admin Users.
Click the gear icon corresponding to the user you wish to edit, and click Modify.
Make the required changes and click Save when you are finished editing.
Next, we'll take a look at how to manage Divisional Users.
Creating New Divisional Users
Note: The "National Manager" profile from World Manager maps to the Divisional User in FranConnect.
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Divisional User.
Click Add Divisional User.
Select the "Division" for the user.
Check the "World Manager Access" box and select the "World Manager Account Group" from the drop-down menu.
Edit the rest of the required fields and click Add.
Now, let's take a look at how to edit a Divisional User.
Modifying Divisional Users
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Divisional User.
Click the gear icon corresponding to the user you wish to modify. Then click Modify.
Make changes as needed and click Save when you are finished editing.
Next, let's take a look at how to manage Area/Regional Users.
Creating New Area/Regional Users
Note: The "Area Manager" profile from World Manager maps to the Area/Regional User in FranConnect.
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Area/Regional Users.
Click Add Regional User.
Check the "World Manager Access" box and select the "World Manager Account Group" from the drop-down menu.
Select the "World Manager Division" for the user.
Edit the rest of the required fields and click Add.
Next, let's take a look at how to edit Area/Regional Users.
Modifying Area/Regional Users
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Area/Regional Users.
Click the gear icon corresponding to the user you wish to modify, and click Modify.
Make the required changes, and click Save when you are finished editing.
Next, we'll delve into Location Users.
Creating New Location Users
Note: The "General Manager," "Store Manager," and "Employee" profiles from World Manager map to the Location User in FranConnect.
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Location Users.
Click Add Location User.
Select the Franchise ID/Location Name of the location to which you wish to assign the new user. Click Add User once you have selected the location.
Check the "World Manager Access" box, and select the "World Manager Account Group" from the drop-down menu.
Select the "World Manager Division" for the user.
Edit the rest of the required fields, and click Add.
Next, let's look at how to create Multi-Location Users.
Creating Multi-Location Users
Note: You must already have a Location User created to follow this process.
Click Information Manager on the left-hand sidebar and select People from the drop-down menu.
Navigate to your user and select Manage Associations from the drop-down menu adjacent to the user in question.
Click the Associate Unit(s) drop-down menu and select all of the locations you wish to associate with the user. Click Save when you are finished adding your locations.
Now, let's look at how to edit a Location User.
Modifying Location Users
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Location Users.
Click the gear icon corresponding to the user you wish to modify, and click Modify.
Make changes as needed, and click Save when you are finished editing.
Now, let's look at how to change a username.
Changing a Username
Note: Usernames can only be changed in FranConnect, not in World Manager. Additionally, the process is identical regardless of the type of user you are changing. We will use a Location User in our example.
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click the user type you wish to modify. In our example, we will click Location Users.
Click the gear icon corresponding to the user you wish to edit, and click Modify.
Edit the username in the "Login ID/Username" field.
Next, let's look at how to change a user's password.
Modifying a User's Password
Note: Modifying a user's password is the same process regardless of the type of user you are modifying. In our example, we use a Location user.
Part One - For FranConnect, navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click the user type you wish to modify. In our example, we will click Location Users.
Click the gear icon corresponding to the user whose password you wish to change. Then click Change Password.
Enter the new password, confirm it, and click Save.
Notify the user of the password change and send them their new password securely.
Part Two - For World Manager, click the gear icon at the top of the page in FranConnect to access your Admin settings.
Click the user type you wish to modify. In our example, we will click Location Users.
Click the gear icon corresponding to the user whose password you wish to change. Then click Manage WM Account.
Enter the new password in the "New Password" field, and click Update.
Note: You can still access users via the World Manager menu as well. To do so, follow the Training and Development → Settings → Account path.
Next, let's look at how to assign password policies.
Assigning Password Policies
Navigate to your Admin settings by clicking the gear icon at the top of the page in FranConnect.
Click Configuration on the left-hand sidebar.
Click Configure Password Settings.
Make changes as needed, and click Save when you are finished editing.
Next, we will look at how to update user information and how to set custom permissions in World Manager.
Updating User Information/Custom Permissions in World Manager
Note: This process will be the same regardless of the type of user you are modifying. In our example, we use a Location User and will be applying custom account permissions.
On the left-hand sidebar, go to Training and Development → Settings → Accounts.
Use the filters on the left-hand column, and click Apply to narrow down your results.
Note: You can no longer create accounts from here, but you can still search and edit the fields which are not greyed out including applying account custom permissions.
Click the pencil icon next to the user whose permissions you wish to modify.
Click the Account tab at the top of the page.
Note that you cannot edit the Account Group, Country, or Location as this is automatically updated from the FC Admin dashboard. Next to "Permissions," click "Custom."
Edit this page to reflect your desired permissions for this user and then click Update at the bottom of the page.
Next, we'll look at how to update module sequencing.
Updating Module Sequencing
Once the integration is enabled, it will create a Training and Development option on the left-hand sidebar. This is your World Manager section.
By default, this will be placed lower on the menu. To move it higher, click the gear icon at the top of the page in FranConnect to access your Admin settings.
Click Configuration on the left-hand sidebar.
Under the "Theme" section, click Configure Module Sequence.
Simply click and drag the module list to your preferred order.
Click Save when you have chosen the order you prefer. Then click OK on the following page.
You will see that the order of the menu has changed.
Location Manager Instructions
Location Manager creating an Employee for a single location
Navigate to your Admin settings by clicking the gear icon at the top of the page.
Click on ‘Manage Users’.
Click on ‘Add User’.
Fill in the user details.
Check the ‘World Manager Access’ box. Select the World Manager Account Group (choose any one group under Employee) and select the World Manager Division (Country) for the user.
Enter the personal details and click on ‘Submit’.
If an Owner (Location Manager) is assigned to multiple locations, an additional field for ‘Location ID’ will appear in the Personal Details section. Simply select one location from the list.
An employee will be created.
Location Manager creating an Employee for multiple locations
Note: To give an employee access to multiple locations, the Location Manager must also be linked to those locations.
Navigate to your Admin settings by clicking the gear icon at the top of the page.
Click on ‘Manage Users’.
Click on ‘Add User’.
Fill in the user details.
Check the ‘World Manager Access’ box. Select the World Manager Account Group (choose any one group under Employee) and select the World Manager Country for the user.
In the Personal Details section, you'll see a new field called 'Select Franchise/Location ID.' To create an employee for all locations, simply choose 'All.' Then, just fill in the rest of the personal details.
Click on ‘Submit’.
This way a new employee will be created and assigned to all the locations under the Location Manager.
How to add Locations to Employees
Note: You will need at least Store Manager permissions to make these changes.
On the left-hand sidebar, click Info Manager and then select Unit Summary (or Location Summary) from the drop-down menu.
Click on the location to which you wish to associate an existing user.
On the left-hand sidebar, click Employees.
Click Add More on the following page.
On the next page, check "Existing Employees" and select the employee you wish to add from the drop-down menu. Click Add when you have confirmed that you are adding the correct employee.
How to remove a Location from a Multi-Location Employee
On the left-hand sidebar, click Info Manager and then select Unit Summary (or Location Summary) from the drop-down menu.
Click on the location from which you would like to disassociate a user.
On the left-hand sidebar, click Users.
Click the ... next to the user you wish to disassociate from the location, and select Unassociate From Location from the drop-down menu.
Confirm on the popup that you wish to disassociate this user.
Deleting a User from a Location
On the left-hand sidebar, click Info Manager and then select Unit Summary (or Location Summary) from the drop-down menu.
Click on the unit from which you wish to remove an existing user.
On the left-hand sidebar, click Employees.
Find the employee you wish to delete in the list and click Delete above their name.
Note: If the user is associated with multiple locations you can delete all the locations you wish to remove from the user ensuring you leave 1 location assigned. Note, that deleting a location for a single location user will also delete the user from the system.
You will get a popup asking you to confirm the user deletion. Click OK on the popup.
How to add Employees to Locations
Click Information Manager on the left-hand sidebar and select ‘Locations’ from the dropdown menu.
Choose the location you want to assign the existing employee to. For example, in this case, we’ll add the employee to location HP-002.
Now, click on the ‘Employees’ tab from the left tabs.
Click on ‘Add More’.
Select the ‘Existing Employees’ checkbox.
Search for all the users you want to add and click on ‘Add’.
This way an existing employee will be associated with another location. This is also a fast way to add multiple Employees to a Single Location
How to Remove Employees from Locations
Click Information Manager on the left-hand sidebar and select ‘Locations’ from the dropdown menu.
Choose the location where you want to disassociate the existing employee from. For example, in this case, we’ll disassociate the employee from the location HP-002.
Now, click on the ‘Users’ tab.
Click the ‘3-dot’ menu next to the account you want to disassociate from the location. Then, click on ‘Unassoicate from location’.
Click ‘Ok’ on the confirmation message.
This would disassociate the employee from the particular location.
How to change an Account Group for an Employee
Navigate to your Admin settings by clicking the gear icon at the top of the page.
Click on ‘Manage Users’.
Click the ‘Gear’ icon next to the employee account to update its account group and click on 'Modify'.
From the ‘World Manager Account Group’ dropdown, select an option under ‘Employee.’
Click on ‘Save’.
The account group will be updated for the employee account.
How to Deactivate an Employee
Navigate to your Admin settings by clicking the gear icon at the top of the FranConnect page.
Click on ‘Manage Users’.
Click the ‘Gear’ icon next to the employee account to deactivate and click on 'deactivate'.
Click ‘Ok’ on the confirmation message. The employee user account will be deactivated.
A Location Owner (Location Manager) would only be able to deactivate the employee if they have the permissions. The permission related to this use case is:
Can Access Unit Admin > Can Manage Unit Admin > Can Deactivate Other Employee Users (Grants permission to Deactivate Other Employee Users).
How to Activate a Deactivated Employee
Navigate to your Admin settings by clicking the gear icon at the top of the FranConnect page.
Click on ‘Manage Users’.
Click on the ‘Deactivated Users’ tab.
Click the ‘Gear’ icon next to the particular account, then select ‘Activate’.
Click ‘Ok’ on the confirmation message.
After this, the user account will start appearing in the ‘Active Users' tab.
How to Delete an Active Employee
Note: This process removes the user completely from the system and cannot be restored.
Navigate to your Admin settings by clicking the gear icon at the top of the page.
Click on ‘Manage Users’.
Click the ‘Gear’ icon for the particular account you want to delete and select ‘Delete’.
Click ‘Ok’ on the confirmation message.
The employee user account will be deleted from the system.
A Location Owner (Location Manager) would only be able to delete the employee if they have the permissions to do it.
The permissions related to this use case are: Can Access Unit Admin > Can Manage Unit Admin > Can Delete Other Employee Users (Grants permissions to Delete Other Employee Users).
How to Search for an Employee
Navigate to your Admin settings by clicking the gear icon at the top of the FranConnect page.
Click on ‘Manage Users’.
You can use the search bar or browse the list to find a specific user account. Different filters are also available on the page depending on what fields are relevant to the users
How to change an Employees Password
Navigate to your Admin settings by clicking the gear icon at the top of the FranConnect page.
Click on ‘Manage Users’.
Click the ‘Gear’ icon next to the account and select ‘Change Password’.
Enter the new password and click on ‘Save’.
The password will be updated for the employee account.