In the User Management section, you can add staff members and set user access settings for your Vault account. This is crucial to ensure that users have the correct access to the relevant areas, based on their role.
This article covers:
Add a new user
Only users with User Management Access can add and edit a new user.
To add a new user:
- Go to: Settings > User Management
- Click Add New Staff Account in the bottom right-hand corner
Update the relevant details as required, including:
- Staff details (name, position, contact details, login access)
- Role, department, and module access
- Portal publishing options
- Security levels and permissions
- Time access and module access settings
- Click Save/Update to add the new user
User management breakdown
- User Templates - Once a user's account has been created with their required access settings, you can save the user settings as a template
- Go to: Settings > User Management
- Select the user's account
- Click Save User Template in the bottom right-hand corner
You can override or update an existing saved template or create a new one.
Once saved, you can apply the user template to both existing and new users added from the User Template dropdown.
- Staff Details - You can add the user's details, including their name, position, contact information, email address, and login credentials. You can also activate or disable Two-Factor Authentication (2FA).
If the user has not yet been enabled for Agora Gateway, you can initiate the "Self opt in" by clicking Connect Agora Now.
Upon clicking Connect Agora Now, review the user's details before clicking Connect Now.
An email will be sent to the user, who will be required to continue setting up Agora Gateway (including specifying a password, etc.). Please ensure the user takes action on this email; otherwise, they may be locked out of Vault.
If the user has already been enabled for Agora Gateway, you can reset their Agora password by clicking Reset Agora Password.
- Envelope Address Invoicing - You can add an address linked to the user, which will then appear on any agent invoices generated for this user.
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Role - This determines which sections of Vault the user can view
- Department - You can select the department, which can be Property Management, Sales - Residential or Sales/Leasing - Commercial
- Type - You can set the user type, which can be Administration, Principal, Property Manager, or Salesperson
- User has access to - You can set the access for both the Sales/Listing Module and/or the Property Management module
- Maintenance Manager - You can set the access if the user is part of the maintenance manager's team
- Portal Publishing - You can choose to suppress or hide the user's mobile number on portals (websites) or provide an alternate email address on the portal (website). If left blank, the system will automatically send the defined email under the Staff Details section to the designated portals (websites)
- URLs - You can add a profile website specific to the user, should they have their own agent website
Security Levels Glossary
Menu Security Levels
Setting Name |
Definition |
| Reports |
Provides the user visibility of the Reports menu, including all the available reports. |
| Financials Menu - Full access |
Provides the user visibility of the Financials menu, including all available financial functions and reports. |
| Housekeeping |
Provides the user visibility of the Housekeeping menu, including all available housekeeping functions. |
| Financials Menu - Advertising |
Provides the user access to the advertising section ONLY within the Financials menu. |
Basic Security Levels
Setting Name |
Definition |
| Global Clients |
Provides the user with access to view all contacts in the database, regardless of the Access By setting on the contact card. |
| Global Action Lists |
Provides the user access to edit/update all existing action lists, regardless of the Visible To: settings on the Action List. |
| Global Tasks |
Provides the user with access to view and add To-Do list items for other users via the user dropdown. |
| Global Campaigns | Provides the user access to view the results of all email marketing campaigns, not just their own. Found via the eMarketing - Track Marketing Campaign Tool. |
| Global Notes (Read/Write) | Provides the user access to view/edit all contact notes created by all users (Note: Do not select both options (Read/Write and Read-Only) at the same time, as this can confuse the system). |
| Remove Contacts |
Provides the user with the ability to remove/delete contacts. This will be available on the contact card, under Options > Delete. |
| Global Letters |
Provides the user access to view/edit all cloud letter and Word doc templates. This can be found under the Letters/Action Lists menu. |
| Global EDMs | Provides the user the ability to access all Vault (Not Designly) email templates within the account. |
| Global Files |
Provides the user with access to view/edit all files uploaded into the filing cabinet on a property card, regardless of the Share With settings set on the file. |
| Global Holding Area |
Provides the user access to view/edit all enquiries in the Enquiry/Holding Area, regardless of their access settings. This can be found under Contacts > Enquiry/Holding Area. |
| Global Campaigns |
Provides the user access to view all eMarketing Campaigns sent. This includes via the Track Marketing Campaign and on the individual contact card, under Other > Campaigns.
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| Global Notes (Read Only) | Provides the user access to view all contact notes created by all users; however, it removes the ability to edit. (Note: Do not select both options (Read/Write and Read-Only) at the same time, as this can confuse the system). |
| Global EDMs | Provides users with access to view/edit email builder templates, regardless of their access settings. |
| Global Calendar |
Provides the user access to view/edit all users' calendar events and tasks. This will enable the user to add additional calendars via the Include Other Calendar settings. |
| Delete Calendar |
Provides users with the ability to delete calendar events from their calendars. |
| Cancel Calendar |
Provides the user with the ability to mark calendar events as cancelled. These events will remain in the calendar but will be displayed as cancelled. Users will be able to filter out cancelled events as needed. (Browser only) |
| Global Holding Area | Provides a user with the ability to view and edit holding area enquiries (from all portals) for all listings within the account. The default view is only the user's listing enquiries. |
| Global Categories |
Provides the user access to view all contact or property categories, regardless of the Visibility settings on the contact category. |
| Edit Marketing Contact |
If the account is set up as an Open Database, the user will have the ability to edit the marketing contact on the contact card. |
Property: Security Levels
Setting Name |
Definition |
| Read Only |
Provides the user access to view all properties, regardless of the View Access setting on the property card. This, however, does not provide edit access. (Please note: Do not select both options (Read/Write and Read-Only) at the same time, as this can confuse the system.) |
| Read/Write |
Provides the user access to view/edit all properties, regardless of the View & Edit Access settings on the property card. (Note: Do not select both options (Read/Write and Read-Only) at the same time, as this can confuse the system). |
| Delete Property |
Provides the user with the ability to remove/delete properties. This can be found on the property card, under Options > Delete Property. |
| Set Sale Details |
Provides the user with the ability to set a property as conditional (under offer), unconditional, or withdrawn. |
| Bank Details |
Provides the user access to view/edit bank details for a contact. This can be found on the contact card > Bank Details tab. |
| Portal Access |
Provides the user access to tick/untick portal (Website) checkboxes. This can be found on a listed property card under the Visibility section. |
| Trust Ledger Access | Provides the user access to use the Receipt Monies and Disburse Monies button to create a receipt or disbursement within a property sales trust ledger. This can be found on the property card > Financials > Trust Ledger. |
| Generate ABA Files | Provides the user access to generate an ABA/Payment file. This file contains sales trust transactions and can be produced under Financials > ABA Files (Payments) or Generate Payment Files (NZ Clients) |
| Set Sale Details |
Provides the user with the ability to set a listing as under offer, unconditional, or withdraw the listing. |
| Settlement/Payout |
Provides the user with access to settle an unconditional property and use the Payout Wizard in the trust ledger. This can be found on the property card > Financials > Trust Ledger. |
| Financials (Read Only) |
Provides the user with access to ONLY view the Financials tab on the property card. (Note: Do not select both options (Read/Write and Read-Only) at the same time, as this can confuse the system). |
| Financials (Read/Write) |
Provides the user access to view/edit sections under the Financials tab on the property card. (Please note: Do not select both options (Read/Write and Read-Only) at the same time, as this can confuse the system.) |
| Alarm Details |
Provides the user visibility of the alarm code set on a property. This information can be found on the property card under Other > Alarm Details. |
| Set as Listing |
Provides the user with access to update the property status to Listing from a Prospect/Not currently Listed or Appraisal status property. |
Sales Management: Security Levels
Setting Name |
Definition |
| Generate Vendor Invoices |
Provides the user access to generate invoices within a property advertising ledger. This can be found on a property card > Financials > Advertising. |
| Agent Allocation |
Provides the user access to the Agent Allocation during a property sale. This can be found on a property card > Financials > Agent Allocation. |
| Unlink/Remove Vendor Invoices |
Provides the user with the ability to unlink an expense from a property advertising invoice. This can be found on a property card > Financials > Advertising. |
Other: Security Levels
Setting Name |
Definition |
| Filter Contacts |
Provides the user access to the Filter Contacts tool. This is an advanced contact search, accessible under Contacts > Filter Contacts. |
| Export Contacts/Properties |
Provides the user with the ability to export contact and property data. This includes the Export CSV and Printable Contact List functions in the Filter Contacts & Properties Tool. |
| Duplicate Check | Provides the user access to duplicate check and merge contacts/properties. This can be found under the Contacts/Properties menu > Duplicate Check. |
| Activity Report (Full Access) |
Provides the user with access to view both their own office data and custom (Other users') data within the Activity Report, as opposed to only their own data. This can be found under Reports > Activity Report. |
| Xero Integration |
Provides the user access to the Xero Integration. This can be found under Office Integrations > Xero. |
| System Activity |
Provides the user access to view the System Activity Report. This can be found under Reports > System Activity. |
| Report Writer |
Provides users with access to the Report Writer, enabling them to build their own reports. This can be found under Reports > Report Writer. |
| Export Notes |
Provides the user the ability to export contact note data. This includes the Notes CSV function in the Filter Contacts Tool. |
| Import Contacts |
Provides users with the ability to import contact data via a CSV file. This can be found under Contacts > Import. |
| Configure Dashboard |
Provides the user the ability to configure their dashboard widgets. This can be done by clicking Configure on the Dashboard. |
| Access to Office Dashboard Widgets |
Provides the user access to view and add office data widgets. This includes all widgets labelled (Office), which will populate data about the office as a whole. |
| View Activity Stream |
Provides the user with access to a contact/properties Activity Stream. Removing access will not remove the Activity Stream from the contact/property; however, it will flag an access error if clicked.
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| View Activity Stream | Provides the user access to modify the office website content. This only applies to offices with an MRI Vault office website. |
- This staff member is a Personal Assistant to... (max of 12 per user) - You can set the user as a personal assistant to up to 12 other users. This will provide the user access to all data that the selected user(s) have access to
Below is a list of data/actions the user will have access to:
- Ability to send an email or SMS on behalf of the user(s)
- Visibility over categories that are assigned to the user(s)
- Access to contacts and properties of the user(s) - This includes duplicate checks and access to view open homes via the Vault app
- Ability to view and add the user(s) property enquiries within the enquiry/holding area - This includes the ability for canned responses to be sent when the enquiry has been added
- Ability to view and manage the user(s) calendar
- Ability to view and manage the user(s) To Do list
- My Widgets display data for the user(s), excluding commission widgets
- Time Access - You can limit the user’s access to your Vault account based on the permitted access time set. This will restrict the user from logging into their Vault account during the unallocated date/time slots
- Module Access:
- Settings - If ticked, this will provide the user access to the Settings menu, which includes all database settings. This excludes User Management, as this requires a separate user setting to be applied
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- SMS/TXT - SMS functionality is automatically available to your office. It is essential to activate this option only for users whom you would like to have the ability to send SMS from your Vault account
- SMS/TXT Alerts - If ticked, when a user initiates a data export, they will receive a text message notification
- User Management - If selected, this option provides access to user management and enables modification of a user's settings
- Display Settings - You can set the navigation bar settings. Selecting this option ensures that the navigation bar at the top of the page remains visible as you scroll down the page.
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Other:
- Commencement - You can set the user's commencement date (Specific for reporting)
- Default Calendar View - You can set whether a user's calendar opens in a day, week, month, or list format
- Unsubscribe Daily Alerts - This will ensure the user does not receive their daily task or event notification via email
- Default Contact User - Allows you to override the default marketing and read/edit access by assigning these permissions to another user within the office when adding a contact. This feature enables you to select a user with whom you have PA access
- Administrative Actions - You can Invalidate Login Sessions for this user. If actioned, this will log the user out of all active web and app sessions of Vault and force the user to log back in.