User roles and permissions.

Modified on Tue, 14 May at 8:39 AM



We aim to provide a more tailored and comprehensive user management feature allowing portal administrators to customise user roles and permissions according to their organisation's branding and process. This section will provide straightforward insights about user roles and permissions and will walk you through assigning roles, fine-tuning permissions, and optimising user access. 


 

User Roles 


Assigning a role during user creation is required. This defines what this specific user can see or modify within Pooltrackr. To access the roles page, navigate to Setup → Team → Roles.





Selecting User Type and Permissions


There are two types of roles to choose from: Portal Admin and TechnicianThese two role types will define the set of permissions and access levels assigned for the custom role within the system. 


Each role serves a specific purpose, with Portal Admin having broader administrative capabilities and Technician focusing on operational tasks on mobile. By selecting the appropriate role type, you ensure that users with this role have the level of access and functionality needed to fulfil their responsibilities within your organisation. 



Portal Admins - Suitable for users that need to have access to the web portal to manage day-to-day operations e.g. administering job assignments, schedules, invoicing, quotes, adding new contacts, pools, etc. A Portal Admin may also be granted mobile access depending on your preference and 
at an additional Tech user cost. This can be updated from the user details page. 

Technicians - This role type is for technicians and access is limited through the mobile app only. This is suitable if the user role you wanted to customise is solely for technicians in the field.


Operations Permissions


Dashboard Analytics - Allow access to the dashboard analytics section

 Dashboard finance - Allow access to the dashboard finance section
Lab section - Allow access to the lab section
Jobs section - Allow access to the jobs section

Quotes section -  Allow an Admin to access the quotes section
Invoicing section - Allow an Admin to access the invoicing section
Contacts section - Allow access to the contacts section
Pools section - Allow an Admin to access the pools section
Products section - Allow access to the Products section
Campaigns section - Allow access to the campaigns section
SMS section
Allow an Admin to access the SMS section




Setup Permissions

My business section - Allow an Admin to access the My Business section

Plan and payment section - Allow access to the plan and payment section


Team management section - Allow an Admin to access the team management section


Setup quotes section - Allow an Admin to access the setup quotes section

Setup jobs section -  Allow an Admin to access the setup jobs section

 Setup batch section - Allow an Admin to access the setup batch section

Setup lab section - Allow an Admin to access the setup lab section

Integrations section - Allow an Admin to access the setup integrations section

Data cleaning section - Allow an Admin to access the data cleaning section

Water testing section - Allow an Admin to access the water testing section

Dosage groups section - Allow an Admin to access the dosage groups section

Pool characteristics section - Allow an Admin to access the pool characteristics section

Tags section - Allow an Admin to access the tags section







Roles Permissions


Manage users - Permission to manage users


Manage roles - Permission to manage roles


Jobs Permissions


Invoice job - Permission to invoice jobs


Delete job - Permission to delete jobs



Quotes Permissions 


Delete quote - Permission to delete quotes



Invoices Permissions


Export contact invoices - Permission to export contact invoices

Delete invoice - Permission to delete invoices




Campaigns

Delete campaign - Permission to delete campaigns


Contacts 


Export contacts - Permission to export contacts

Import contacts - Permission to import contacts

Delete contact -  Permission to delete contacts



Pools Permissions 


Import pool - Permission to import pools

Export pool - Permission to export pools


Delete pool - Permission to delete pools



Lab Permissions

→  Disable recommendations - Enable an admin to disable recommendations


Edit report message -  Allow an admin to edit the default lab report message


Change dosages - Allow an admin to switch recommended dosages



Product Permissions 


→  View product prices - Permission to view product prices


Import products - Permission to import products


Export products - Permission to export products


Delete product - Permission to delete products





Mobile Permissions (For Technicians)


 Pools list - Permission to see the list of pools


→ Contacts list- Permission to see the list of contacts

→ Quotes list - Permission to see the list of quotes


→ Delete quotes - Permission to delete quotes


→ Delete jobs - Permission to delete jobs


→ Reschedule jobs - Permission to reschedule jobs


→ Create invoices - Permission to create invoices


→ View product prices - View product prices


→ Delete pools - Permission to delete pools


→ Delete contacts - Permission to delete contacts




Adding a New Role


1. To add a new role, click on the 'Add role' button located at the top-right corner of the page. 




2. Fill out the needed information to set up the role 


  1. Name of the role you want to add.

  2. Select what type of role you want it to be. The category of the role you choose will dictate the default permissions.





  3. The default permissions will be loaded according to the type or role you will be selecting. Click on the permissions you want to allow for this specific role by ticking the applicable boxes.




3. Click on the Save button at the top-left corner of the page.




Integrating the created role into new user creation 


To apply the roles you have customised, follow these steps in creating a new user [link to be followed]. Within the Roles drop-down, you will see the roles you have created.




Edit Existing User Roles 


Technician, Technician Admin, and Portal Admin are preloaded user roles in your Pooltrackr account. You can edit them or any existing user roles you have created by following the steps below. 


1. Navigate to Setup → Team → Roles.





2. Click on any roles you want to edit and change according to your preferences. 


You can only change the role name and the role permission. The role type will not be modifiable. 


3. Click on the Save button found at the top-right corner of the page. 


Deleting existing User Roles


You can delete the pre-defined roles (Technician, Technician Admin, and Portal Admin) and those that you have customised. To delete the user role, go to Setup → Team → Roles. Click on the role you want to delete, scroll down to the bottom of the page and click on Delete. You will then get a prompt asking you to confirm the action. 



Deleting a role that is currently being used by an existing user will resolve to an error. In this case, assign the user(s) to a different role before proceeding to delete the role. 





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