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This guide has been reviewed against our global client base and classed as relevant to all regions

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

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

Before making any changes to your AgencyCloud configuration, ensure you have read through the guidance provided - any changes made by you that impact the operation of AgencyCloud may incur a charge to rectify

 a. Accessing Configuration, Setup Negotiators option

1. Access System menu

From main menu:

  • Click user name/office

  • Select Configuration and click Setup Negotiators

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

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

 b. Adding a new user

From the Negotiator and User Setup screen (outlined in section a): 

1. Add new user details

  • Click the Add button
    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

    • 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)

Once logged in, users can add their own image and use the Update My Details screen
to manage their Letter Name, Job Title, Password and Contact details

2. Save new user & add to SUMS

  • Click Save, the following prompt will be displayed, click Yes

3. Enter webservice credentials

  • In the Webservice Credentials screen, enter the E-mail address and Password you use to log into your Reapit software and click Accept

  • A message will be displayed to confirm adding the user has been successful
    If an error is displayed, contact Reapit Support

    Before exiting the Negotiator and User Setup screen, click the Advanced tab - see next section

4. Advanced section

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

  • Template editor: these permissions refer to the use of the Letter Template Editor, an inbuilt tool for adding/editing letter templates used across the database

  • Screen scaling: affects the screen size for this user
    users may also change this themselves via their Update My Details screen

  • Organiser, Enable internet registrations functionality: when ticked, allows portal enquiries to be accessible by this user via the Internet Registrations panel on the Organiser

  • Click Save then click Exit

 c. Removing an existing user

From the Negotiator and User Setup screen (outlined in section a): 

1. Select user

  • Locate the user to be removed, select when found

  • Tick Negotiator is inactive (top right of the screen)

  • Click Save

2. Enter webservice credentials

  • The Webservice Credentials screen will be displayed, enter the E-mail address and Password you use to log into your Reapit software and click Accept

 d. Transferring data from one user to another

This option is useful for staff leavers and when staff members change roles.

From the Negotiator and User Setup screen (outlined in section a): 

1. Select the user to transfer data from

  • Select the user to transfer the data from

  • Click Transfer

2. Select the user receiving the records

  • Select the user who is to receive the transferred records

  • Click Select

3. Select records

  • This screen is displayed - allowing you to choose which record types should be transferred - choose between:

    i. All records

    OR

    ii. Individual records

    See sections 3i & 3ii below

In all cases, archived records will not be transferred

3i. All records

In the screen shown in step 3 above:

  • Choosing All records transfers each record type with no further options given

  • Click Accept to start the transfer process

    Confirmation messages are displayed at each stage allowing you to choose Yes/No to confirm the transfer

3ii. Individual records

If the records to be transferred need to be shared across a number of existing users, individual record types should be selected

In the screen shown in step 3 above:

  • Select a record type and click Accept
    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
    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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