INTRODUCTION
Operate has three default Security Groups:
Reception (Basic Access)
Centre Manager
Admin
If you choose the Essential or Growth edition of Operate, these groups come preconfigured with a set of specific, best practice permissions, which cannot be edited or added to.
The Enterprise edition allows you to create new security groups (but not edit the defaults).
Within this article, we will be explaining what each Security Group has permission for, so you can decide which group to assign your users.
SECURITY GROUP PERMISSIONS
Administrator
Admins have full access to all areas of Operate.
Reception (Basic Access)
Sales (Growth & Enterprise edition only)
Can Create, Review and Update Leads
Can Create, Review and Update Tours and Tasks
Can Create, Review and Update Opportunities
Cannot create new Lead Sources
Cannot create new Stages
Cannot create new Industry Types
Calendar / Bookings
Can Create, Review, Update, Cancel and Delete a booking. Best Practice: Cancel instead of deleting.
Can add recurring bookings
Can add multiple bookings
Can Create a new account / contact while making a booking
Can override the price of a booking
Can produce, Approve and Issue instant invoice from a booking. This has to be done immediately - if the invoice screen is closed, then this group will no longer have access to the created Draft/Approved Invoice.
Charges – Point Of Sale (POS)/Charge Sheets
Can Create, Review and Update charges via POS / Charge sheets
Can Delete charge sheets
Can create a new account from POS
Can produce instant invoice or add charge to account
Batch Sheets
Can Create, Review, Update and Delete batch sheets
Can Complete batch sheets
Cannot Approve batch sheets (and therefore once approved cannot edit)
Device Imports
Can import charges into Operate from an external source via .csv upload. Can create, review, update and delete imports.
Metered Batch Sheets
Can Create, Review, Update and Delete Metered Charges/ Metered Batch Sheets
Accounts Receivable
No access.
Space
Can Review Locations
Can Review Products & Product Groups
Can Review Meters
Can Create, Review, Update and Delete Inventory
Invoicing
Can Review approved Invoices and Credit Notes.
No access to Draft Invoices, Draft Credit Notes or Bill Run.
Members
Can Create, Review and Update Accounts
Can Create, Review, Update and Delete Contacts
Can Create, Review, Update and Delete Mailing Lists
Can Create, Review, Update and Delete Emails (to send with mailing lists)
No access to Licences and Movement History
Reports
Can Run and schedule Reports
Cannot Update or Delete Reports
Can Create, Review, Update and Delete Report Folders
Portal (if installed)
Can Create, Review, Update and Delete Announcements
Can Review, Update and Delete Shout Outs
Can Review Portal Pages
Centre Manager
Sales
Can Create, Review, Update Leads
Can Create, Review, Update and Delete Tours and Tasks
Can Create, Review, Update, Delete Opportunities
Cannot create new Lead Sources
Cannot create new Stages
Cannot create new Industry Types
Can Create, Review, Update and Delete a Licence from an Opportunity
Calendar / Bookings
Can Create, Review, Update, Cancel and Delete a booking
Can add recurring bookings
Can add multiple bookings
Can create a new account / contact while making a booking
Can override the price of a booking
Can produce, approve and issue instant invoices from a booking
Charges – Point of Sale (POS) / Charge Sheets
Can Create, Review, Update and Delete charges via POS / Charge sheets-
Can Create a new Account from POS
Can produce, approve and issue instant invoices within the POS/ add charge to account
Batch Sheets
Can Create, Review, Update and Delete batch sheets
Can Complete batch sheets
Can Approve batch sheets
Device Imports
Can import charges into Operate from an external source via .csv upload. Can create, review, update and delete imports.
Metered Batch Sheets
Can Create, Review, Update and Delete Metered Charges/ Metered Batch Sheets
Invoicing
Can Create, Review, Update and Delete Draft Invoices/Credit Notes .
Can Approve and issue Invoices/Credit Notes
Cannot Reset invoices/Credit Notes (this can be overridden on a user by user basis using the options within the user record itself) click here for more information
Can Create a Bill Run
Accounts Receivable
Can Use all features within the Accounts Receivable module
Space
Can Review & Edit Locations
Can Review Products & Product Groups (cannot Edit)
Can Create, Review, Update and Delete Meter Readings
Can Create, Review, Update and Delete Inventory Items
Members
Can Create, Review and Update Accounts
Can Create, Review, Update and Delete Contacts.
Can Create, Review, Update and Delete Mailing Lists
Can Create, Review, Update and Delete Emails (to send with mailing lists)
Can Create, Review, Update & Delete Licences (post-activation). The ability to Update and Delete post-activation can be managed in individual user preferences. See here for more information
Can give notice on an Activated Licence
Can E-sign Licences (if installed)
Can Review Movement History
Reports
Can Can Create, Review, Update and Delete Reports
Can Run and schedule Reports
Cannot Update or Delete Reports
Can Create, Review, Update and Delete Report Folders
Portal (if installed)
Can Create, Review, Update and Delete Announcements
Can Review, Update and Delete Shout Outs
Cannot Create, Review, Update and Delete Portal Pages
MENU ITEMS ACCESS (which modules within the Operate menu user will be able to see)
Reception (Basic Access)
Shout outs
Charges
Batch Sheets
Charge Sheets
Device Imports
Metered Batch Sheets
Point of Sale
Invoicing
Invoices
Credit Notes
Sales
Dashboard
Leads
Opportunities
Tours
Unreadable Leads
Meters
Can create, edit, manage meters.
Member
Accounts
Contacts
Emails
Email Campaigns
Mailing Lists
Reports (Read Only)
Tasks
Can create, edit, manage tasks.
Calendar
Can create, edit, manage bookings.
Centre Manager
Shout outs
Charges
Batch Sheets
Charge Sheets
Device Imports
Metered Batch Sheets
Point of Sale
Invoicing
Accounts Receivable
Draft Invoices
Draft Credit Notes
Invoices
Credit Notes
Bill Run
Sales
Dashboard
Leads)
Opportunities
Tours
Unreadable Leads
Space
Inventory Items
Locations (read only)
Meters
Products
Product Groups (read only)
Member
Accounts
Contacts
Emails, Mailing Lists and Email Campaigns
Group Accounts
Licences
Movement History
Reports
Can create, edit, manage folders and schedule.
Tasks
Can create, edit, manage tasks.
Calendar
Can create, edit, manage bookings.
Settings
Customization (Read Only)
Audits (Read Only)
Users and Security Groups (Can manage Users, Security Groups are Read Only)
Organization settings (Read Only)
Templates (Read Only)
Workflows (Read Only)
General Permissions Regardless of User Group
Location Specific Reports - Custom Report Data is accessible to all users regardless of user group even if they do not have access to a particulat Location. This means that they will still be able to pull data about that Location if they create a Custom Report. This is not the case for Standard Reports where the user can only see data related to the Locations they have access to.