How to add and configure users & user profiles

Modified on Mon, 4 Mar at 2:35 PM

Introduction

User & User Profiles define what parts of the system each person has access too and will determine what data they can see once logged in to iPro.

We recommend that you have 'User Profiles' configured for each team or department i.e. Sales, Customer Services, Owners Team, Accounts, Finance, Management, Housekeepers and Maintenance.

Before you start:

In order to manage users in iPro, you will need to have a user profile assigned to you with the 'Super User' permission enabled.

This will give you access to the 'Users' menu on the upper right corner of the iPro back office:

If you don't have this, send a request to support@ipro-software.com and ask for the Super User permission to be enabled.

How to create/edit/delete an iPro user profile?

1/ Click on your profile name on the upper right corner and select 'Users':

2/ This will bring you to the User's dashboard. Click on the 'User Profiles' tab:

3/ A list of 'User Profiles' available on your account will be displayed. To edit a user profile, click the edit icon under the Actions Menu. To delete a user profile, just click the delete icon beside it.

4/ To create a new user profile, click the 'Actions' button and select 'Add new user profile':

5/ Assign a profile name and tick the corresponding boxes against the permissions allowed for the purpose of this user profile:

6/ If you see any permissions that are greyed-out and cannot be selected, send a request to support@ipro-software.com. Depending on your current subscription, there may be an activation fee required:

7/ When done making changes, go to the bottom of the page and click 'Save & Exit' or 'Save':

How to create/edit/delete an iPro user account?

1/ On the Users dashboard > Users tab, a list of active users on your iPro account will be displayed. Under the Actions column, there are 2 icons available:

Edit - allows you to edit the details of a user account, including assigning a different user profiles
Delete - allows you to delete a user account, although you may want to consider archiving them instead (see below)

2/ To create a new user account, click on the 'Actions' button and select 'Add new user':

3/ On the Add User section:

Complete the user information i.e Name, Email, Mobile
Specify the username and password
Select a User Profile from the list
Set the default rep filter to 'ANY' (recommended). This will allow users to see ALL records by default (bookings, enquiries, etc) rather than just ones assigned to them

4/ When done, click 'Save & Exit' or 'Save'

5/ Clicking the Edit button opens a page similar to the Add User page where you can edit the details of the user, including changing their profile and password.

6/ If a user account is no longer needed you can delete it, but this will remove it from the system altogether, which includes removed the user from being the assigned contact on bookings or enquiries. You may therefore want to archive the user instead. This will deactivate the user so that they can no longer log in and are no longer counted against the number of users allowed by your iPRO licence, but keeps the details of the user in place on any existing bookings, enquiries, bills or tasks. To archive a user select the option to edit their account and click the Archive button in the login details panel.

IMPORTANT NOTE:

When creating new users that require access to the CMS/Umbraco, please reach out to support@ipro-software.com. Include the name of the new of the new user you just added. We just need to switch something in the back end to ensure the user has access to the CMS.

By implementing what you have learned from this guide you will be able to answer the following questions:

How do I add a new user
How do I add/create new user accounts in iPro?
How do I create/configure new user profiles in iPro?
How do I create a Housekeeper login?
How do I create a login for my bookkeeper?
How do I create a login for my accountant?
How do I create a user profile for the sales team?
How do I create a user profile for the owners team?
How do I create a user profile for the management team?
How do I restrict access to my reports?
How do I hide the commission values from my sales team?