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This page outlines how you can carry out user management without the need to log a request through Reapit Support - with access to the Negotiator and User Setup screen, you can amend user information, add new users, remove existing users and transfer data from one user to another

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How to access the Negotiator and User Setup screen

1. Access system menu From main menu: Click user name/office top left of main menu Select Configuration and click Setup Negotiators The Negotiator and User Setup screen is displayed, see next step	Image Modified
2. Negotiator and User Setup screen The Negotiator and User Setup screen is displayed All active and inactive users are listed on the left side, with the selected user details shown on the right Image Modified Tip For information on how to use this screen, see sections below

Add a new user

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Note
When you have a new starter, it is important that you create a new account for them Do not edit an existing account with the new user’s details Instead, you need to make the old account inactive and then create a new account See Remove an existing user section below for more information

1. Add new user details Image Modified From the Negotiator and User Setup screen: Click the Add button (top left) This action clears the right side of the screen, ready to add the new user details Enter the following details, an asterisk* denotes required information Code*: enter a 3 or 4 digit unique code, often based on user initials, e.g. TMS, TMS1 (this can not be changed once saved) Name*: the user’s first and last name, e.g. Tim Smith Office*: select the office the user is associated with Contact*: enter the user’s email address, this is an essential task as it ensures the user’s login will function correctly (contact numbers can also be entered, but this is optional) Job Title: used for information purposes across the system, can be inserted in letters/emails Letter Name: useful if a more formal sign-off is to be used in letters/emails generated within the system, e.g. Timothy M Smith, RICS Login: N/A, leave blank

Password*: enter a unique password for this user which must contain a minimum on 6 characters

Image: upload the user’s photograph (which is then used on the main menu/Organiser) Tip Once logged in, users can

add their own image and use the update/edit my details screen

update some of their personal details via the Edit My Details screen This screen allows them to manage their Letter Name, Job Title, Password and Contact details

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- they can also upload their own image - for more information,

use this

see Knowledge Base guide: Change personal details (edit my details)

2.

Save new user & add to SUMS

On screen shown in step 1:

• Click Save (top right)

If prompted to add user to SUMS:

• Click Yes

3. Enter credentials

In the Confirm Credentials screen:

Enter the E-mail address and Password you use to log into AgencyCloud and click Accept

A message will be displayed to confirm adding the user has been successful
Before exiting the Negotiator and User Setup screen, click the Advanced tab
See section 5Image Removed

Note
If an error is displayed, contact Reapit Support

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Access further tabs/sections Before exiting the Negotiator and User Setup screen: Click the Approvals tab to set up supplier and/or works order invoice approval/authorisationfunctionality (where required) - see step 3 Set-up further functions via the Advanced tab (where required) - see step 4

3. Approvals section Tip Available when supplier and/or works order invoice approval/authorisation is enabled For more information, see the

following

Knowledge Base guides:

Supplier invoice authorisation - configuration option

Works order authorisation - configuration option Approval Limit - click set and select the required limit from the drop-down menu Limits offered are dependent on configuration Approval Offices - click linkand select the required office(s), or leave blank for all Image Modified Info If you wish to use supplier invoice approval/authorisation on your system, please notify Reapit Support

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as further configuration needs to be set (including the limits to be used) in order for the Approvals section to be available in this screen

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4. Advanced section On the Advanced tab, extra features and functions can be added for the selected user:

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Image Added Security Group(s) Where configured, click Add negotiator to group to add the user to relevant security group(s) Security groups are managed by Reapit Support Template editor When ticked, the user will be given access to the Letter Template Editor, an inbuilt tool for adding/editing letter templates used across

AgencyCloud

the system - for more information on using the Letter Template Editor,

use this

see the Knowledge Base guide: Using Letter Template Editor to create, edit and distribute letter templates Screen scaling This setting affects the screen size for this user - users can also change this themselves via the update/edit my details screen - for more information,

use this

see the Knowledge Base guide: Change personal details (edit my details) Internet Reg When ticked/unticked, enables/disables internet registration functionality for this user via the Organiser Where internet registrations is configured for your business Offices Select which offices the user should receive internet registration leads for - leave blank for all For more information on internet registrations,

click here

see the Knowledge Base guide: Internet Registrations (portal leads)

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5. Save changes From buttons top right: Click Save then click Exit (top right)

Remove an existing user

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1. Select user

Locate the user to be removed, select when found Tick Negotiator is inactive (top right, beside user Code) Click Save Image Modified

2. Enter credentials

If the Confirm Credentials screen is displayed:

• Enter the E-mail address and Password you use to log into AgencyCloud
  

• Click Accept
  

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Transfer data from one user to another

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1. Select the user to transfer data from From the Negotiator and User Setup screen: On left side of screen, select user to transfer the data from Click Transfer (top left)	Image Modified
2. Select the user receiving the records Tick beside the user who is to receive the transferred records Click Select	Image Modified
3. Select records Choose which record types should be transferred select All records ORselect an individual record type to transfer The individual record types offered depend on the records currently owned by the user you are transferring records from See sections 3a & 3b below	Image Modified Tip In all cases, archived records will not be transferred
3a. All records In the screen shown in step 3 above: Choosing All records transfers each record (regardless of type) with no further options given Click Accept to start the transfer process Tip Confirmation messages are displayed at each stage allowing you to choose Yes/No to confirm the transfer
3b. Individual records If the records to be transferred need to be shared across a number of existing users, an individual record type should be selected In the screen shown in step 3 above: Select a record type and click Accept The individual record types offered depend on the records currently owned by the user you are transferring records from The records to be transferred will be displayed in a grid - use the tick box to the left of the record to select which records are to be transferred to the selected user To aid selection, column headings can be clicked for usual grid sorting/filtering options and use the top left tick box to de-select all records Image Modified Click Exit to start the transfer process Tip Repeat as needed for each record type to be transferred to this user, then repeat the whole process for each negotiator to transfer data to

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