Add an employee and set their permissions

Introduction

Every colleague who uses RentVisie needs an account, and every account carries a set of rights: which locations that person may work in, and whether they may change a price or give a discount. Both are set by you, not by the person themselves.

There are two screens. The Company screen holds the Employees list — accounts are created, edited, blocked and deleted there. A separate security screen holds the profiles that carry the rights, and every account has exactly one profile attached.

You will use this when:

• somebody joins and needs to get in on Monday
• somebody leaves and must be shut out today
• a colleague says a button does nothing when they press it
• one person needs a branch the rest of the team does not

Words these screens use

Steps

Before you start: creating, editing and deleting accounts needs company administrator rights. Profiles and their rights are a step higher — only a super administrator sees the security screen at all. Nothing here is undone by closing the page: the delete asks Are you sure? and then means it.

1. From the main menu, open Settings, then Company. Scroll to the Employees list — it shows Name, Full name, Email, Active, Blocked, Last login and Blocked since.
2. Click New employee below the list. Fill in Full name, Email, New password and Confirm password, then click Save.
3. Tell the new colleague the password you set, in person or by phone.
4. To change somebody later, use the icons at the right-hand end of their row: edit, change password, security, delete.
5. To set rights, click the security icon on that row. The same screens sit under Settings as their own entry, offering Security Profile and Employees Security.

Use New admin only if you mean it. The two buttons below the list build the same form but attach different roles: New employee makes an ordinary account, New admin one that can manage other people's accounts. Neither form has a role field, and neither does the edit form — so the button you press is the decision, and changing your mind later is not something this screen can do.

The email address is the user name. Whatever you type in Email becomes what that person signs in with, so type it carefully — see Sign in to RentVisie. Two accounts can never share an address; try it and you get Email already exists. Leave a box empty and you get This field is required; the two password boxes must match or you get Passwords need to match.

Blocking and deactivating are different. Either switch stops the person signing in, and neither tells them why — they are simply refused. Use Blocked when somebody must be shut out now and may come back; clear Active when they have gone for good but you want their name to stay on old bookings.

Everyone starts on the same profile. A new company gets one called Default covering every location it has, and any account saved without a profile is put on Default automatically. Every new location you create is added to every existing profile, so the normal state is that everybody can work everywhere and you only ever take access away.

A profile carries four permissions and a list of locations. The four are Override price, General discount, Advanced discount and Distance (Create / Delete), and all four start switched on. Underneath is every location with an Access column: Add Access and Remove Access move one, Add Access For All Locations and Remove Access For All Locations move the lot. Strip them all and the screen says All locations are restricted.

Say Kim may take bookings but must not cut prices. Turn Override price and both discount switches off on her profile. She can still open a booking totalling €181.50, but the moment she tries to change that figure she gets a pop-up headed No access to this feature and the amount stays as it was.

Giving several people the same rights. Open Employees Security, tick the people, click Assign security profile, pick one and click Assign. You get Security Profile Updated for the selected Employees! Miss a step and it tells you which: Please select a Security Profile, or Please select at least an employee.

Giving one person rights of their own. On that person's security screen, switch Custom on. A profile is created for them alone, named after their full name, and what you set applies to nobody else. Switch Custom off again and they drop back to Default — and the personal profile, now belonging to no one, is deleted.

What to do next: ask the new colleague to sign in and change the password while you are still sitting together. If they later cannot see a location they need, it is the profile rather than the account — open their security screen and check the Access column.

Tips and common issues

• A colleague says a button does nothing. They are missing one of the four permissions, and the app gives no warning in advance — the pop-up appears only once they press. Open their security screen and look at Operation before assuming a fault.
• You made somebody an ordinary employee and they need to be an admin. There is no role control on either form. Ask whoever supports your account to change it; do not create a second account for the same person, because the email address cannot be reused.
• Nothing happens when you click delete on a profile. The Default profile cannot be deleted, and the app neither says so nor shows an error. Any other profile goes immediately.
• Saving a profile does nothing and the page stays open. The name is empty or already in use — look for Name is empty or Name already exists on the name box. Nothing is saved until that is fixed.
• You deleted a profile and now nobody who was on it can work anywhere. Deleting takes the rights away without moving those people onto another profile. Assign them a new one from Employees Security in the same sitting.
• Delete is greyed out or refuses on your own row. You cannot delete your own account; the app says so and stops. Ask a colleague with admin rights to do it.
• Somebody has left and you are not sure whether to block or delete. Block first. It takes effect immediately and is undone with one click; deleting is not.
• A colleague changed their own email address and still signs in with the old one. Their own details screen keeps Name and Email as separate boxes, and signing in uses Name. Open their row in the Employees list and save it — that brings the two back into line.
• The new colleague never gets an email with their password. The app sends nothing at all. Whatever you typed in New password is what they must be told, by you.