Users

Admin Configurations

User Admin Configuration


User holds the most prominent position in Toolyt. They are the ones who use Toolyt and bring in maximum revenue. But not every user holds the same designation and privileges. Hence the admin can set privileges based on designations, team, region etc. through admin configurations.

image.png

User Level


Privileges are assigned based on user level, hence a user level contains a set of designations which can hold the same prominence. Ex: Head of different departments can come under the same level. A sample example is given below.

Designations

Levels

CEO

Level 1

Head of Sales, Head of Marketing, Head of Operations

Level 2

Sales Manager, Marketing Manager, Operations Manager

Level 3

Relationship Officer, Sales Executive

Level 4

Note: two designations can be under same level even if one of the designation is superior to the other. Ex: from the above table, Relationship Officer is senior to Sales Executive but both comes under same user level.

User level screen explained

Screenshot_5.png

How to add a User Level ?

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Enter the level name, in right side level configuration box.

Step 4: Click on 'Manage Level Configure' to set the access privileges.

Step 5: After enabling the access privilege click save button.

Note: Admin can enable different modules and related activities based on the level privileges.

How to edit access privilege of a user level?

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Edit' button near to user level.

Step 4: Select the required modules and corresponding actions.

How to delete a user level?

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Delete' button near to user level.

Step 4: Click on 'Ok' button in the delete pop up.

Note: If there is user data associated with the level, admin cannot delete the user level.

User Designations


Every organization has a hierarchical structure, where in every individual holds a special roles and responsibilities and contributes in different levels.

User - Designation dashboard explained

Screenshot_1.png

1. Actions

1.1 Acadle Group image.png:

1.2 image.png: With the settings button you can set the category permission or stage permissions for the specific designations.

1.3image.png : Edit options helps to set the user and data visibility access for a designation.

1.4 image.png: Helps to set the import export privilege of different modules.

1.5 image.png: You can delete a specific designations.

We shall discuss deeply on each actions mentioned above.

What is External user?

Toolyt has two types of users internal and external user. External user could be some one who is out of the organization's hierarchy but has an indirect dealings with them. For ex: Suppose ABC is lending firm and has few dealers outside the organization who helps in the sales of products.

How does edit category work for External user?

You can either create separate 'levels' for external users or use existing levels to create an external user designation.

Further settings remains same as it is for internal users (mentioned below). The admin can choose settings based on the company policies.

1.2 Settings or Category Permission


This helps to set category permissions for a user. Here category permissions indicates the 'stage update' privilege and 'lead visibility' privilege. It is configured by clicking on 'Settings' icon image.png near to a designation, in the 'Designation' dashboard.

How to set a category permission?

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Designation' tab.

Step 4: Select the 'Settings' icon near to the designations.

Step 5: Now select the required options from 'Stage update - Hide leads' or 'Stage Access - Edit' under Leads, Customers, Opportunity tabs respectively.

Step 6: Once the required fields are selected click on 'Update' button in the right end corner.

Stage Update: The designation can update that particular stage from the lead profile. (or this stage will be shown in 'progress' field in the lead profile).

For Ex: Let us consider 'New Lead' stage is selected in stage update setting, here when BDM goes to a lead profile he/she will be able to update the lead stage or progress to 'New Lead'.

image.png image.png

Hide Leads: The designation cannot see the leads in that particular lead stage.

Hide Customers: The designation cannot see the customers in that particular customer stage.

Stage Access: This setting is present in the 'Opportunity' tab. Using this, the designation can access or select that particular stage during the time of creating a deal.

Edit: This setting is present in the 'Opportunity' tab. Using this, the designation can edit that particular stage from the deal profile.

Note: Every setting has a correlation with the level privileges settings.

Assign privilege to a designation.

The privilege to re-assign or assign for a designation can be set either by using designation permission or by stage permission.

Designation Permission: Using this you can select the designation to whom the re-assign or assign privilege must be given.

Ex: If BDM is given designation permission, then you can set different designation the BDM has right to assign or re assign.

Stage Permission: The privilege is given on the basis of stages and the designations to whom the selected designation has the privilege to assign.

Ex: If BDM is given stage permission, then you can select different stages and the designations, the BDM has right to assign in that particular stage.

image.png

How to enable assign privilege in settings?

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on the 'Settings' tab in the top menu bar.

To assign by designation permission:

Step 4.1: Enable 'Assign by Designation Permission' and click on the 'settings' icon to select the designations.

To assign by stage permission:

Step 4.2.1: Enable 'Assign by Designation Permission'

Step 4.2.2: Enable 'Assign by Stage Permission' and click on the 'settings' icon to select the designations.

image.png

Setting up assign privilege:

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Designation' tab.

Step 4: Select the 'Settings' icon near to the designations and click on 'Assign' tab.

If assign by designation permission:

Step 4.1: Select the designations to whom the selected one can assign.

Step 4.2: Click on 'Update' button in the right end corner after selecting the designations.

image.png

If assign by stage permission:

Step 4.2.1: Select the 'stage' form the dropdown.

Step 4.2.2: Select the designations to whom the selected one can assign.

Step 4.2.3: If the selection is same for all stages, click on 'copy to' in right end corner and select different stages from drop down. If not select each stage and the designations separately.

Step 4.2.4: Click on 'Update' button in the right end corner after selecting the designations.

image.png

1.3 Edit Category


Using this you can set both access privileges and action privileges. It is configured by clicking on 'Edit' iconimage.png near to a designation, in the 'Designation' dashboard.

Access Privilege:

The access privileges configuration in Toolyt is a very crucial step, as it determines the user and data visibility to a designation.

Untitled2.png

We shall explain this configuration through an example. Consider an organization with the structure as given below.

White--(4).pngFor better understanding we shall focus on the sales team.

As CEO is the head of the organization he shall have access over all user data and activities, hence he is part of all the team (including sales team).

Below Head of Sales there are 3 sales teams. Each team is headed by a Sales Manager and 5 users are assigned under him (i.e., Two Relationship Officers and three Sales Executives).

From here on we shall focus on the designation of 'Sales Manager' of Team 1 and see what all changes happens when each access privileges are selected.

Note: Here CEO, Head of Sales also belongs to Team 1 due to their overlooking privilege.

As access privilege gives both user visibility and data visibility privilege, the below mentioned table:

  1. Default Access

    User Visibility: The Sales Manager can view all assigned users (junior designations) of his team, including him.

    Data Visibility: He can view the data of all the assigned users (junior designations) of his team, including his data.

White--(6).png

  1. Access all Users and Users Data

    User Visibility: The Sales Manager can view all assigned users (junior designations) of his team as well as senior designations of his team (i.e., CEO and Head of Sales), including him.

    Data Visibility: He can view the data of all assigned users (junior designations) of his team, data of senior designations of his team (i.e., CEO and Head of Sales), including his.

White--(14).png

  1. Access all Data

    User Visibility: The Sales Manager can view all assigned users (junior designations) of his team, including him.

    Data Visibility: He can view the data of all assigned users (junior designations) of his team, data of senior designations of his team (i.e., CEO and Head of Sales), including his.

    White--(10).png

  2. Access all Customers

    User Visibility: The Sales Manager can view all assigned users (junior designations) of his team, including him.

    Data Visibility: He can view customer data of all assigned users (junior designations) of his team, data of senior designations of his team (i.e., CEO and Head of Sales), including his.

    White--(11).png

  3. Access all Deals

    User Visibility: The Sales Manager can view all assigned users (junior designations) of his team, including him.

    Data Visibility: He can view deal data of all assigned users (junior designations) of his team, data of senior designations of his team (i.e., CEO and Head of Sales), including his.

    White--(12).png

  4. Access all Hierarchical Users and Users Data

    User Visibility and Data Visibility is same as 'Default Access'.

    White--(13).png

Note: If the hierarchy is same and if Team 2 is selected then the user, Sales Manager of Team 1 shall loose access to the user and data visibility of Team 2.

Action Permissions

image.png

This helps to set different action privilege to a designation.

Allow user data transfer: After this setting has been enabled, the designation will be able to transfer data of a user to another user as well as disable that particular user whose data has been transferred.

image.png

1.4 Import - Export Privilege


This helps you set the import (add and update) and export privilege for a designation.

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Designation' tab.

Step 4: Select the 'Import - Export' icon image.png near to the designations.

Step 5: Click on required modules under import and export category.

Step 6: Click on 'save' button

Note: Under import category you have add and update options, which gives the designation to add data as well as update those.

1.5 Delete designations


Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Designation' tab.

Step 4: Select the 'Delete' icon image.pngnear to the designations.

Step 5: Click on 'Ok' when the delete popup comes.

Note: A designation can only be deleted if it isn't associated with any user.

Regions


Teams can be mapped based on different region basis. Suppose a company has operations in different countries, there can be different teams assigned to each country. Within that there could be different categorizations for regions such as state or zone, district or region. etc.

image.png

How to add a Global Region?

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Global Region' tab.

Step 4: Enter the region name and click on save button.

image.png

Note: You can edit a region's name by clicking on the edit icon under action category.

Note: You can only delete a region if it isn't used.

How to create a Team?

Here team is mapped with global region.

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Team' tab.

Step 4: Select the 'Global Region' you want tot map the team to.

Step 5: Enter the 'Team' name and click on save button.

image.png

Note: You can edit a team's name by clicking on the edit icon.

Note: You can add a team without mapping it with a global region. In future you can edit it and select a global region.

Note: You can only delete a region if it isn't used.

How to add a Zone?

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Zone' tab.

Step 4: Select the 'Team' you want to map the zone to.

Step 5: Enter the 'Zone' name and click on save button.

image.png

Note: Here it is mandatory to select a team to map with zone.

Note: You can edit a zone to rename as well as to select a team.

How to add a Region?

Step 1: Select 'Admin Configuration' from the top right corner of the Toolyt dashboard.

Step 2: Choose 'Users' which is under the Manage category from the left side menu bar.

Step 3: Click on 'Region' tab.

Step 4: Select the 'Team' and 'Zone' you want to map region with.

Step 5: Enter the 'Region' name and click on save button.

image.png

Settings


image.png

Employee ID: You can create unique ID for different users. By clicking on the 'Settings' icon. You can enter different format to set up the prefix and and set the number from which the ID must begin from.

image.png

Assign by Designation Permission: Using this you can select the designation to whom the re-assign or assign privilege must be given. Using the 'setting' icon you can select the designations.

Assign by Stage Permission: The privilege is given on the basis of stages and the designations to whom the selected designation has the privilege to assign. Using the 'setting' icon you can select the designations.

Disable user only after re-assigning data: Enabling this setting will help to disable a user only after re assigning the data such as leads, customers, visits etc. to a new user.

Lead/Customer view control as per stage and designation: Enabling this will bring 'Hide leads' or 'Hide Customers' option while assigning privileges to a user.

Was this article helpful?