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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

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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

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

add their own image and use the update/edit my details screen
, use this 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 54 following

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1. Add new user details

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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

- Image: upload the user’s photograph (which is then used on the main menu/Organiser)

Tip
Once logged in, users can

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,

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

2.

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Note
If an error is displayed, contact Reapit Support

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

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

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

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

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,

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,

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

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:

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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

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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

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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)

2. Select the user receiving the records

Tick beside the user who is to receive the transferred records
Click Select

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

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
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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Versions Compared

Old Version 55

New Version Current

Key

Remove an existing user

Transfer data from one user to another