Add a new user, remove a user and transfer data between users

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 Negotiator and User Setup screen, 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 Negotiator and User Setup 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

This guide covers:

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 Add a new user and Remove an existing user sections below for more information

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

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 below

Add a new user

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

From the Negotiator and User Setup screen:

1. Add new user details

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)

Once logged in, users can add their own image and use the update/edit my details screen
to manage their Letter Name, Job Title, Password and Contact details, for more information, use this 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 5

If an error is displayed, contact Reapit Support

4. Approvals section

Available when supplier and/or works order invoice approval/authorisation is enabled
For more information, see the following 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 link and select the required office(s), or leave blank for all

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. Advanced section

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

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 - for more information on using the Letter Template Editor, use this 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 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: Internet Registrations (portal leads)

6. 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

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

Transfer data from one user to another

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

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
OR select 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

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

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

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

Add a new user, remove a user and transfer data between users

How to access the Negotiator and User Setup screen

Add a new user

Remove an existing user

Transfer data from one user to another

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