In the User Management section, you can add staff members and set user access settings for your Vault account. This is important to ensure that the user has the correct access to the relevant areas, based on their role.
Contents:
How do you add a new user?
1. Go to Settings > User Management > Add New Staff Account in the bottom right-hand corner
2. Add in the required staff details, role, portal publishing, security, and access settings
3. Click Save/Update to add the new user
You will need to ensure that you have ticked Login Access so the user can log in. This can be unticked should the user no longer require access to your Vault account.
Note: If "login Access" is unticked against a user, they can still be assigned as a property listing agent for marketing purposes, this is classified as a Ghost User as they do not require the ability to log into Vault.
Additional information
User Management breakdown
User Templates - If you have already created a new user and have set up their access settings, we can save the user settings as a template.
This can be done by clicking on the Save User Template button in the bottom right-hand corner of the selected user. You are then able to override/update an existing saved template or create a new one.
Once saved, you will then have the option to apply the user template to both existing and new users added from the User Template dropdown.
Staff Details - Here you can add in the user's details, including their name, position, contact information, email, and login details. We also provide the option to activate or disable Two Factor Authentication (2FA), should you wish to do so.
The defined Staff Details will be used throughout the system, including being sent to portals (Websites) when the agent is attached to a listing.
Envelope Address Invoicing - This section allows you to add an address against the user, which will then populate on any agent invoices created for this user.
Role - This will determine what sections of Vault the user can view. Here, they can select the department (Property Management, Sales - Residential or Sales/Leasing - Commercial). We are also able to set the type of user, whether that be Administration, Principal, Property Manager, or a Salesperson. The last section allows you to set the access for both the Sales/Listing Module and/or the Property Management Module.
Portal Publishing - Here you can choose to suppress/hide the user's mobile number on portals (Websites) or provide an alternate portal (Website) email address (If blank, the system will automatically send the defined email under the Staff Details section to portals (Websites).
Urls - We provide the option to 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 access to view all contacts in the database, regardless of the Access By set on the contact card. |
| Global Action Lists |
Provides the user access to edit/update all existing action list, regardless of the Visible To: settings on the Action List. |
| Global Tasks |
Provides the user access to view/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 (Please 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 access 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 VaultRE (not designly) email templates within the account. |
| Global Files |
Provides the user access to view/edit all files that have been 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.
|
| Global Notes (Read Only) | Provides the user access to view all contact notes created by all users, however removing the ability to edit (Please note: Do not select both options (Read/Write and Read-Only) at the same time, as this can confuse the system). |
| Global EDMs | Provides the user access to view/edit email builder templates, regardless of access settings. |
| Global Calendar |
Provides the user access to view/edit all user's calendar events and tasks. This will allow the user to add further calendars via the Include Other Calendar settings. |
| Delete Calendar |
Provides the user access to delete calendar events from their calendar. |
| Cancel Calendar |
Provides the user access to mark calendar events as cancelled. These events will stay in the calendar but show 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 own 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/Read 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/Read & Edit Access settings 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). |
| Delete Property |
Provides the user access to remove/delete properties. This can be found on the property card, under Options > Delete Property. |
| Set Sale Deails |
Provides the user access 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 access to set a listing as under offer, unconditional, or withdraw the listing. |
| Settlement/Payout |
Provides the user access to settle an unconditional property and have access to 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 access to ONLY view 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). |
| 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 to the alarm code set on a property. This can be found on the property card > Other > Alarm Details. |
| Set as Listing |
Provides the user 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 access 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 that can be found 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 access to view both office and custom (Other users) data from within the Activity Report, as opposed to only data relating to their user. 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 the user access to the Report Writer 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 the user access 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 on 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 in relation to the office as a whole. |
| View Activity Stream |
Provides the user access to a contact/properties Activity Stream. Removing access will not remove the Activity Stream from the contact/property, however, will flag an access error if clicked.
|
| View Activity Stream |
Provides the user access to modify 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) - Here 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 VaultRE 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 - Here you can limit the user’s access to your VaultRE account, based on the permitted access time set. This will restrict the user to log into their VaultRE 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.
SMS/TXT - SMS functionality is available to your office automatically, it is important to only activate this option for users that you would like to have the ability to send SMS from your VaultRE account.
Each SMS/TXT sent will incur a charge per SMS part (each part is 153 characters of text if the total message length is over 160 characters).
SMS/TXT Alerts - If ticked, when a user initiates a data export, they will receive a text message notification.
This is recommended for Principals or Management to keep track of any data exports. This will also incur an SMS/TXT alert charge.
User Management - If ticked, will provide access to user management and the ability to modify a user's settings.
Display Settings - We provide the option to set the nav bar settings. Ticking this option will ensure that the nav bar at the top of the page will not disappear when scrolling down the page.
Other - Here you can set the users Commencement date (Specific for reporting), the Default Calendar View (Whether they want their calendar to open in a day, week, month, or list format), and the option to Unsubscribe Daily Alerts (This will ensure the user does not receive their daily task or event notification via email).
Administrative Actions - Here we have the option to 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.