User Management - Setting up New Users, IP Addresses , View Logins, TFA

User Management - Setting up New Users, IP Addresses , View Logins, TFA

Purpose

The User Maintenance screen allows Company Administrators to setup users and manage their system access. From here you can control what pages each user is able to access, and their different permissions. 

The User Maintenance screen, is available by accessing System Setup >> Users. 


Note that if you do not have the required access to view user maintenance - the following screen will appear, and you would need to contact one of the Company Administrators in the list. 


 

For Company Administrators, the following page will appear with a list of all the users set up in your system.



Adding New User

To add a new user to your RCM system, click on the "Create User" button highlighted in the image above. The screen shown below will be displayed. Once you have entered all of the details, click on the "Register" button at the bottom of the screen.

Each field is described in detail below. 




Username
This is the name they will use to login to RCM.
Email
Users email address - this address will be used to send any system generated emails to the user - eg the TFA setup email. 
Firstname
Users first name
Lastname
Users last name
Phone
Users phone number 
Password
User password - note that this must contain at least 8 characters and have at least one digit (0-9)
Role


There are 3 roles within RCM that can be assigned to a user
Company Administrator - the role of "Company Administrator" is that of a super user.  This is the only role that can access the "Users" area and set restrictions around user access and IP addresses.  This role would generally only be given to a select few in the organisation, and for users with 'Head Office Manager' access level.
Standard User  - this is the role that would be given to all other general users of RCM
Agent - this role is designed for Agents that have an Agent Direct login to RCM.  These users can only access 3 items - Category information, Quick Reservation and an Agent report.  Please see the Agent Direct article for more information. 

Access Level

There are 4 access levels:
  1. Head Office Manager - This is the highest access level and the user can perform all the required operations in the system.  There are no restrictions applies to this access level.
  1. Head Office Operator - Allows the user to make reservations across all locations, print reports across all locations and maintain vehicle details for all locations. No access to the financial reports or the system area is allowed. 
  1. Location Manager - Allows the user to view and maintain all aspects of the system relative to their location. This includes the viewing of location specific financial reports and location specific system settings. 
  1. Location Operator - Allows the user to make reservations in their own location only, and view any reservation related reports for their own location only.
  1. Agent - Login for Agent Direct - please see article for more information  - Agent Direct 
Location.
The home location for the user.  For Location Managers and Operators, this is the only location they can access 
User can access customer credit card details.
When ticked, the user can view credit card information for any user.  If unticked, they can enter CC details but cannot view. 
User can change rates on reservations.
When ticked the user can manually change the rate on each booking
User can override Stop Sell.
Stop Sell will display a message when there are no cars available as determined by the stop sell feature.  If this flag is set, this will be a warning and the user can override.  If not set, the user will not be able to continue with the booking. 
Restrict Login access to Location IP address.
If this flag is set, the user will only be able to login to the system from the Location IP address.  They would not be able to log in from a home IP or another location IP. 
IP Address.
An IP address for the user.   This could be set to the users home IP which would allow logging in from home. 

Location Users

Location Operators and Location Managers are what is known as location users, because they are only able to view information on their specific location, while Head Office Managers and Operators can view all locations.
Depending on your business, you may wish for some users to view multiple locations but not all of them. E.g. A operator at Brisbane Airport can also access the Brisbane City location, but not the Gold Coast location. This can be achieved using Master Locations. If you are not using master locations:
  1. A location user in Loc A will only be able to view Loc A.
If you are using Master Locations and you set Loc A to be the Master Location of Loc B:
  1. A location user in Loc A can view both locations
  2. A location user in Loc B can only view Loc B
For more information on how to set up Master Locations, see the Locations article.

Editing a User

If wish to edit a user’s details, click on the "Edit" button - the information that was entered when setting up a user will now appear on tabs as below:
  1. User Details
  2. Permissions
  3. Menu Access
  4. Manage 
  5. Notes
  6. Login History
  7. Roles



Permissions Tab

You are able to set a variety of permissions to control whether the user can:
  1. Access customers credit card details: If set to yes, the User can view customer credit card details saved in the vault. If set to no, they can only add cards, not view them. 
  2. Change rates on reservations: Whether or not the User can manually change the rental rates of each individual booking. 
  3. Change extra fee and Kms charges on reservations: Whether or not the User can manually change these cost of these against each booking. 
  4. Over-ride stop-sells: If set to yes, the User can override stop sale warnings, and make bookings when there is an extremely limited availability of vehicles. 
  5. Only log in from specified IP addresses: If this is set to yes, the User will only be able to log in from the list of IP addresses that have been setup as authorised IPs for your company. This is meant to restrict Users to only being able to log in while they are in the office.
  6. View the sales information on the dashboard (home page): This only applies to Users with an access level of Head Office Manager or Location Manager. 
  7. View the booking sheet: Whether or not the User can access the Reservation Sheet
  8. Create refunds for third party payment providers: Whether or not the User can refund payments that were taken through a payment gateway (e.g. Stripe, Windcave)
  9. Create unlinked refunds for third-party payment providers: If set to yes, the User create refunds of an unlimited amount through Stripe to a saved customer card without first having to make a payment.
  10. Update/delete payments and agent collected amounts: Whether or not the User can change manual payments and Agent Collected amounts
  11. Delete rebilling tokens: If set to yes, the User can delete rebilling tokens that are saved in Stripe. 



Note: If a user is set to be unable to update/delete payments, there still a grace period after they make a payment in which they are able to update and delete it. This is in case they make a mistake in entering the information. By default this grace period is 20 minutes, but it can be customised to any length or removed so that these users can never update/delete payments. If you wish to change it from 20 minutes, please contact support@rentalcarmanager.com. 
The menu access tab allows you to select which menu items the user can access. 



Click on the Menu heading you want to update  as above ( Web Site Interface has been selected in this example) and tick/untick the menu options as appropriate. 

If an item is 'unticked' the user will not see the item in the menu.



Manage Tab

The Manage tab allows you to manage the User Account. 
This includes
  1. Setting up Two Factor Authentication
  2. Changing Password
  3. Disabling the Account
  4. Permanently Deleting the user from the System 




Notes Tab

The Notes tab allows you to enter any further details or notations regarding the user. 



Login History Tab

If you want to view the login history for a user,  click on the Login History tab.  The following screen will display

The date range 'Today' will display by default and can be changed as required.
All logins for the date range will display in the list showing the date/time, country and the IP address. 


Roles

There are 3 roles within RCM that can be assigned to a user
  1. Company Administrator - the role of "Company Administrator" is that of a super user.   This is the only role that can access  the "Users" area and set restrictions around user access and IP addresses.  This role would generally only be given to a select few in the organisation, and for users with 'Head Office Manager' access level.
  2. Standard User  - this is the role that would be given to all other general users of RCM
  3. Agent - this role is designed for Agents that have an Agent Direct login to RCM.  These users can only access 3 items - Category information, Quick Reservation and an Agent report.  






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