You can reach the user management of the currently selected workspace via
- Users in the navigation bar,
- Options > User management or
- simply click here: Direct link to portatour > User list.
Above the user list, the following functions are available:
- Clicking Search allows to search for a specific user or to filter the user list. The search options work the same way as the customer search (see Quick search of customers, Extended customer search and Saved searches.)
- Administrators create new users via Create user (see Create a new user ).
- Click on Request portatour® Report to display the portatour® Report for the entire company or the selected user group (similar to Description of the content and Application check).
- Administrators have further options by clicking on More. This allows to Import or Export the users or to download the most recently used Import configuration.
If user groups are enabled (as of 10 user licenses; Options > User groups), the available groups are shown at the top of the user list.
With own schedule
- Here you will find those portatour® users, who are active in the field and therefore need their own user license to calculate their schedules.
- When creating these users, Has own schedule was set to Yes (see Create a new user).
- X of Y licenses in use tells you how many of your user licenses are currently in use. If you have created more users with own schedules than you have purchased user licenses, please follow one of the three options in red.
Without own schedule
- These portatour® users are not active in the field and therefore do not need a user license.
- When creating these users, Has own schedule was set to No (see Create a new user).
- These are employees who need access to portatour® but do not have their own territory, e.g. office staff, team managers, sales management, IT staff.
- These portatour® accesses are free of charge. Create as many as you need.
Authorization levels
- Users have access only to their own portatour® access and thus their own customers.
- Supervisors have the possibility to log into portatour® accounts of users. If user groups are enabled, they will only have access to those groups and their users of which they are a member. Typically, supervisors are, for example, office staff assisting the field sales force with route planning or superiors of the field sales force.
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Administrators have full access to the organization-wide portatour® access. The most important functions are:
- Creating, editing and deleting users.
- Sending access links.
- Creation of user groups.
- Overview of all customers, reports etc. of all users.
- Logging in to the portatour® accounts of all users.
Note: The authorization levels are independent of the criterion of whether someone needs their own schedule or not. For example, team leaders can be active in the field themselves, so they are a supervisor with their own schedule.
Actions in the user list
Clicking on the name of a user offers several editing options. These may differ from the following example depending on the situation:
-
Open workspace logs you into the portatour® account of the respective user. Clicking
opens it in a separate browser tab.
- By selecting Request report, you display the user's portatour® Report or have it sent to you via email (see Request report)
- Send access link sends the access link to the user's stored email address.
- If the access link has expired, click Create new access link to create a new link.
- Edit allows you to change the personal information of the user, see Create a new user.
- Disable login disables the access link. The user has no access to portatour® anymore (see Deactivate and activate users). Deactivation is also a prerequisite for the deletion of a user (see Delete users).
- To reactivate a user, click Enable login. A new access link is created (see Deactivate and activate users).
- Delete deletes the user after a confirmation prompt (see Delete users).