2.4. Setting Up User Profiles & Roles

Creating and Managing Roles

To create a new role or manage existing ones, navigate to:

• Setup -> Roles

Here, you can create new roles and assign permissions to them. More detailed information about all available permissions can be found in the knowledgebase section of Nexved CRM.

Role Permissions and Staff Permissions

• Role Permissions: Permissions assigned to a role serve as a default set of permissions that will be applied when a new staff member is created with that role. However, role permissions are overridden by staff-specific permissions.

• Staff Permissions: When creating or updating a staff member, you can manually adjust their permissions, which will take precedence over the permissions defined in their assigned role.

• Updating Permissions for Existing Staff: If you make changes to a role’s permissions, it does not automatically affect the permissions of existing staff members who are using that role. If you want to apply the updated role permissions to all staff members using the role, you can select the option "Update all staff members' permissions that are using this role" when updating the role.

Default Staff Role

To configure a default role that will automatically be selected when creating new staff members, go to:

• Setup -> Settings -> Misc

In this section, you can set a default staff role, which will be applied to all new staff members by default when they are added.

Administrator Role

Admin users in Nexved CRM are special. They don’t have permissions assigned in the same way as other roles. When the Administrator field is checked (for example, when creating a new staff member), all permissions will be unchecked and disabled, giving the admin full access to the system. Admin users have unrestricted access to all features and functions of the CRM, regardless of any roles or permissions configured for other staff members.

Summary:

• By default, there is one role (Employee) in Nexved CRM with no permissions.

• You can create new roles and manage permissions from Setup -> Roles.

• Role permissions are used as defaults but can be overridden by specific staff permissions.

• Changes to role permissions won’t automatically update permissions for existing staff; use the "Update all staff members' permissions" option if necessary.

• You can set a default staff role under Setup -> Settings -> Misc.

• Admin users have full access and no individual permissions assigned, as they have access to everything by default.

Create Staff Member in Nexved CRM

To create a new staff member (or agent) in your Nexved CRM installation, follow these steps:

1. Navigate to: Setup -> Staff

2. Click on the button labeled New Staff Member to begin the process of adding a new user.

Staff Member Information:

Fill in the following fields to set up the new staff member:

• First Name: Enter the staff member's first name.

• Last Name: Enter the staff member's last name.

• Email: Provide the email address for the staff member. This will be used for login and communication purposes.

• Hourly Rate: Specify the hourly rate for the staff member. This rate will be used if you need to pay the staff based on the total time logged on tasks. You can generate reports based on the hourly rate and timesheets. Please note, the hourly rate for staff is not connected to task-specific hourly rates; it is for your internal purposes only.

• Phone: Enter the staff member's contact phone number.

• Facebook: Provide the staff member’s Facebook profile link (if applicable).

• LinkedIn: Provide the staff member’s LinkedIn profile link (if applicable).

• Skype: Enter the staff member’s Skype ID (if applicable).

• Default Language: Choose the default language that will be used in the admin area when the staff member is logged in. Keep in mind that PDF documents will still be generated in the system's default language.

• Email Signature: If left empty, the default email signature (set in settings) will be used. You can customize this field with a specific email signature for the staff member if needed.

• Direction: Choose the text direction for the staff member’s view—either RTL (Right to Left) or LTR (Left to Right) based on the staff member’s language and region.

• Member Departments: Assign the staff member to specific departments, which is useful if you’re using the support area feature in the CRM.

Permissions for Staff Member:

After filling in the necessary details, click on the Permissions tab to configure the permissions for this staff member.

• If you select a role for the staff member, permissions associated with that role will be automatically selected. These role-based permissions will be applied unless manually overridden.

Once all the necessary information and permissions are set, save the staff member's profile.

Summary:

• Navigate to Setup -> Staff and click New Staff Member to create a new staff.

• Fill in personal details, such as name, email, phone, and professional details like hourly rate and social media links.

• Configure the staff member’s default language, text direction, and department association.

• Set the staff member’s permissions by either selecting a pre-defined role or manually assigning permissions.

Once saved, your staff member will be ready to access the system based on the permissions and details you’ve configured.