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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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A key contact can request access to the Negotiator and User Setup screen by contacting Reapit Support, click here to request this

Note

Before making any changes to your AgencyCloud configuration, ensure you have read through the relevant guidance provided in this section should be read thoroughly - any changes made by you to configuration that causes an impact the on operation of AgencyCloud may incur a charge to rectify

...

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

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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

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Tip

For information on how to use this screen, see sections below

Add a new user

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

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From the Negotiator and User Setup screen:

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1. Add new user details

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  • 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

,

- 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

    4

    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

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    Info

    If you wish to use supplier invoice approval/authorisation on your system, please notify Reapit Support

    -

    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

    5

    4. Advanced section

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

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    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)

    6

    5. Save changes

    From buttons top right:

    • Click Save then click Exit (top right)

    Remove an existing user

    From the Negotiator and User Setup screen:

    1. Select user

    • Locate the user to be removed, select when found

    • Tick Negotiator is inactive (top right, beside user Code)

    • Click Save

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    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

    Info

    Useful for staff leavers and when staff members change roles

    From the Negotiator and User Setup screen:

    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)

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    2. Select the user receiving the records

    • Tick beside the user who is to receive the transferred records

    • Click Select

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    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

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    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

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    • 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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    Note

    Need more assistance? No problem! Just log a ticket on the Reapit Service Desk Portal at https://reapitsupport.refined.site/ and a member of our Support Team will be happy to help

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    When given access to the Negotiator and User Setup screen, it is possible to amend user information, add new users, remove existing users and transfer data from one user to another

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