👥User Management


Registering a New User

User Registration allows OPS-COM administrators to manually create new user accounts, granting access to the User Portal. This process enables individuals to utilize features such as purchasing parking permits, renting lockers, and managing violations, ensuring a comprehensive record for each system user.

Setup & Configuration

There are a number of permissions you can enable that will allow you to have the full compliment of User Management controls. Everyone, does not need this level of access. It makes sense to restrict this to the Primary Admins.  The permissions come standard to the Primary Admin role when OPS-COM is first installed.

Admins who are setting up Users as part of their daily role, will need the View Users and the Edit Users permission found on the User Management tab. 

  1. Hover over System Configuration, Admin Management, and click Manage Roles.
  2. Click Permissions on the role you want to grant this to.
  3. On the  User Management tab, enable the Edit Users checkbox.
  4. Enable the View Users checkbox.
  5. Click Save Permissions.

Using this Feature

The user registration process involves two main stages: initial basic information entry and then full profile completion.

  1. Hover over User Management, and click User Registration.
Basic User Information
  1. Fill out the initial standard information on the User Registration Form:
    • Select the appropriate User Type for the new user.
    • Enter a Username and the required basic user information (e.g., first name, last name, email).
  2. Click Submit Registration to proceed to the next stage of profile setup.
Completing and Activating the User Profile
  1. On the Edit User Profile page, ensure the checkbox for Allow user login and mark account as active is enabled.

    • This setting activates the user's ability to self-manage their account via the User Portal and will prompt them to change their password upon their first login.

  2. Complete all remaining profile information, ensuring all mandatory fields are filled. 

    Refer to the linked wiki articles for each mentioned field below.

     
  3. Click Submit Profile Information. The Confirm Registration Information screen will appear. Carefully verify that all information displayed is correct.
    • If any edits are needed, click Back to return to the previous page.
    • When ready to proceed, click Information Correct.

    Fields marked with a red exclamation mark (!)* after a failed submission are mandatory fields that must be completed. Administrators with proper permissions can adjust which fields are mandatory. 

    Registration Completion

    • You will be directed back to the Edit User Profile screen, where a pop-up will confirm that the user profile was successfully updated.
    • The registration process is now complete. Refer to this wiki article to see what you can do now that you have a User Profile entered.

    Best Practices & Considerations

    • Mandatory Field Management: Understand that administrators with appropriate permissions can adjust which fields are mandatory for user profiles via System Settings > User Profile. Review these settings to ensure all necessary data is collected during registration.
    • Password Prompt: Inform new users that they will be prompted to change their password upon their first login to the User Portal.
    • User Type Selection: Accurately select the User Type during registration, as this impacts the user's access to lots, payment types, and profile field visibility.
    • Post-Registration Actions: After registration, the system allows immediate actions like adding a vehicle or purchasing a permit. Guide the user or perform these actions as per your organizational workflow.
    • Email Verification (If Configured): If your system is configured to require email verification for new accounts (a setting outside of this specific registration process), ensure the user knows to check their email for the verification link before they can fully log in, even if you manually registered them.

User Search

User Search provides administrators with a powerful tool to quickly locate and access specific user accounts within the system. This feature enables efficient viewing and editing of user information, supporting various administrative tasks such as profile updates, violation management, and permit assignment.

Using this Feature

The User Search screen allows you to input various criteria to find specific users and refine your search results.

  1. Hover over User Management, and click User Search.
Entering Search Criteria
  1. Click the Toggle More Options button to see all available fields on the User Search screen. 
  2. Refine your search results by selecting one of the following radio button options:
    • Any Users: Displays both enabled and disabled user accounts.
    • Enabled Only: Displays only active user accounts.
    • Disabled Only: Displays only disabled user accounts.
  3. Enter your parameters and click the Search button.
  4. The search results will appear in a table below the criteria box. 

There is a limit to how many records will return. If you see the message "The search has returned more records than allowed and has been truncated. Please refine your search."  You will need to narrow down your criteria.

Available Actions from Search Results

From the search results table, you can typically perform various actions by clicking on the user's name or associated icons, such as:

Best Practices & Considerations

User Profile Overview

The User Profile Landing Page in OPS-COM serves as an administrator's central dashboard for a user's comprehensive information and current activity. This page offers a quick reference view, enabling efficient access and management of user details, associated vehicles, violations, permits, and other crucial historical data.

Using this Feature

  1. To navigate quickly to a user's profile, you can use the Quick Search function or hover over User Management, and click User Search.
  2. Locate and select a user, and the User Profile Overview page will be displayed. This page provides various sections and actions for managing user data and viewing their history.
Editing a User's Basic Profile
  1. Click the Edit button on the Basic Profile Information section.
  2. The full user profile editing form will display, allowing you to update various account details.
    • The Edit User Profile form is structured into three main categories: Personal Information, Student Information, and Staff/Faculty Information. Each category contains various fields that can be individually set to Hidden, Visible, or Required (as defined in your System Settings for User Profiles).
Logging in as a User

This feature allows administrators to view the system from an end-user's perspective.

  1. Click the Login as user button.

  2. A new browser window will open, automatically logging you into the OPS-COM end-user portal as the selected user, with all their associated functionalities.

You may encounter an error if the Auto Login setting is not configured correctly in System Settings. If this occurs, please contact OPS-COM Support for assistance.

Viewing a User's Waitlist Position

If the user is on any waitlists, you will see the lots and their ranks listed in this section.

Adding or Editing Vehicles
  1. In the Vehicles section, click Edit.
  2. You will be directed to the Vehicle Information screen, where you can:
    • Add new vehicles to the user's profile.
    • Edit or remove existing associated vehicles.
    • Apply a DNTT (Do Not Ticket Tag) to a specific vehicle.
Viewing Additional Information

The User Profile Landing Page provides immediate access to a wealth of additional user-specific data:

  1. The dashboard sections offer direct access to information regarding Alarms, Deposits, Violations, User Notes, and Permit details.
  2. Any active alerts or warnings associated with the user's profile will be prominently displayed at the top of the page.
  3. Active Deposits on the user account will be displayed if any exist.
  4. Private user notes will be displayed and you can also add additional notes here.
  5. For Violations:
    • View detailed violation information by clicking the ticket number within the Violations section.
    • If available, view photos related to a violation by clicking the camera icon next to the ticket number.
  6. For Permits:
    • Access detailed permit information by clicking the permit number in the Active Permits section.

Best Practices & Considerations

Archiving or Disabling a User

Archiving or Disabling a User Account in OPS-COM allows administrators to deactivate user access while preserving their historical data. This process is crucial for managing user access permissions, maintaining data integrity for past transactions and activities, and ensuring compliance when a user's role changes or they leave the organization.

Using this Feature

The process of archiving or disabling a user account begins by accessing their individual profile through the User Profile Landing Page.

  1. Locate the user you wish to edit/update by searching.
  2. Click on the Username from the search results, and their User Profile Landing Page will display.
  3. Confirm that the name of the user displayed at the top right-hand corner of the page matches the user whose account you intend to modify.

You can choose to either temporarily disable a user's login access or perform a more formal archive, often linking to an Archive User Type.

Disabling a User Account (Preventing Login)

This method revokes a user's ability to log into their OPS-COM account while keeping their profile and data fully intact for administrative reference.

  1. Click the Edit button on the Basic Profile Information bar, or click the Profile dropdown menu and select Edit Profile Information.
  2. The Edit User Profile screen will be displayed.
  3. Locate and disable the Allow user to login and mark account as active checkbox.
  4. Click the Submit Registration Information for Processing button at the bottom of the page.
  5. On the Confirm Registration Information screen, click the Information Correct button to submit the change. The user's account will now be disabled.
Archiving a User Account (Categorized Disablement)

Archiving provides a structured way to disable a user account by assigning it to a specific "Archive Type," which can be useful for reporting or internal tracking.

  1. Follow the steps 1 -3 above.
  2. On the Archive Type dropdown list, choose an appropriate Archive User Type from this dropdown list (e.g., "Former Student," "Terminated Staff," "Account Closed").  You must have created user types for this purpose if you want to see them in the drop down list.
  3. Click the Archive User button.
  4. Click OK on the confirmation pop-up to finalize the archiving process.

Best Practices & Considerations

  • Data Integrity: Disabling or archiving an account is the best practice instead of attempting to delete a user. User accounts often have associated historical data (permits, violations, payments, login history), and direct deletion would compromise data integrity and historical reporting.
  • Permissions: Remember that a disabled or archived user account retains its assigned roles and permissions for reporting purposes, even though the user can no longer act on them.
  • Reversibility: Disabling an account is typically reversible. You can reactivate an account by re-checking the Allow user to login and mark account as active checkbox in their profile.
  • Archive Types: Utilize different "Archive User Types" to categorize why an account was disabled (e.g., account closed, left organization, temporary suspension). This can be valuable for internal auditing and future reference.
  • Communication: Ensure clear internal communication within your organization regarding the process for disabling/archiving user accounts and the reasons behind it.
  • Security: Disabling accounts promptly when a user's access is no longer required is a critical security measure to prevent unauthorized access.

Using Tax Exemption

OPS-COM supports Tax Exemption Codes for users, allowing the system to automatically waive applicable taxes during their purchases of items like permits, violations, and lockers. This feature ensures accurate billing for tax-exempt individuals or organizations and simplifies compliance with specific tax regulations.

Using this Feature

  1. Locate the user you wish to edit/update by searching.
  2. Click on the Username from the search results, and their User Profile Landing Page will display.
  3. Confirm that the name of the user displayed at the top right-hand corner of the page matches the user whose account you intend to modify.
  4. Click the Edit button on the Basic Profile Information bar, or click the Profile dropdown menu and select Edit Profile Information.
Adding or Updating a Tax Exemption Code
  1. On the Edit User Profile screen, locate the Tax Exemption Code field.
  2. Enter or update the alphanumeric tax exemption code in this field.
  3. Click Submit Profile Information.
  4. On the subsequent confirmation screen, click Information Correct to save the changes to the user's profile.
Verifying the Tax Exemption Code

The Tax Exemption Code is displayed in the Profile Overview window on the user's profile landing page for easy reference, allowing administrators to quickly verify its presence.

Tax-Free Transactions

When a user with a valid tax exemption code on their profile proceeds to purchase items (such as a permit), applicable taxes will not appear as a line item on the payment or confirmation page. The system automatically waives these taxes.

Generating the Tax Exemption Report

Administrators can generate a report to view all users with active tax exemption codes.

  1. Generate the Tax Exemption Report from the Payments menu.
  2. This report includes three key fields: First Name, Last Name, and Tax Exemption Code.
  3. You can print or export the report records for further use, such as auditing or external reporting.

Best Practices & Considerations

Retrieving Uploaded Files

This article provides instructions for OPS-COM administrators on how to manage files uploaded by users. It covers the process of locating, viewing, and deleting user-submitted files from within the administrative portal.

Setup & Configuration

File management is a standard feature and requires no special setup. However, it is important to understand the roles for uploading and managing files:

Using this Feature

image.pngAll file management tasks for a specific user begin from their profile page in the admin portal.

Viewing Uploaded Files

  1. Navigate to the target user's profile.

  2. Scroll down to the Uploaded Files section on the user's dashboard.

Deleting an Uploaded File

  1. From the user's profile, click the Manage button in the Uploaded Files section to access the full list of files.

  2. On the Uploaded Files page, locate the file you wish to remove.

  3. Click the Delete button associated with that file.

  4. Confirm the action in the subsequent prompt to finalize the deletion.

Best Practices & Considerations

File Deletion is Permanent: Once a file is deleted, it cannot be recovered. Always verify you are deleting the correct file before confirming the action.

Registering a Locker for a User

The Lockers tab on the User Landing Page allows administrators to rent lockers to users.  Users can also self-manage their locker purchases by logging into the User Portal.                                                                                                                            Before a locker can be registered for a user, the locker inventory must be configured in OPS-COM. This includes setting up Buildings, locker room locations (e.g., Men's Locker Room), individual locker numbers, and any associated fees.

 

This article details the process for OPS-COM administrators to register a locker for a user through the administrative portal. The guide covers all steps from locating the user's profile to selecting a locker, confirming the reservation, and processing payment. The entire locker registration process is handled within the user's profile.

 

Locker Registration Process

 

  1. Locate the User: Begin by searching for the user you wish to register a locker for. From the search results, click their Username to navigate to their Profile Landing Page.

  2. Access Locker System: In the user's profile, click the Lockers button to open the locker registration interface for that specific user.

  3. Select a Building: On the Locker Registration page, select the appropriate building from the list under the Available Buildings heading.

  4. Choose a Location: The screen will refresh to the Locker Registration - Locker Selection page. Click the drop-down menu to choose the specific locker location (e.g., Men's Locker Room).

  5. Reserve a Locker: A list of available lockers will be displayed. Select the desired locker number from the list.

  6. Click the Reserve This Locker button to proceed.

  7. Confirm the Reservation: The Confirm Locker Reservation screen will appear, summarizing the details. Carefully verify the information and click the Confirm Information button.

  8. Process Payment: You will be directed to the Payments Due screen. To finalize the registration, click the Proceed to Payment button and complete the transaction as required.

 

Best Practices & Considerations

 

Verify the Active User: Before selecting a locker, always double-check that the correct user's name is displayed in the top-right corner of the Locker Registration screen. This ensures you are assigning the locker to the correct profile.

User - Vehicles Tab

The Vehicles tab on the Edit User Profile screen allows administrators to add, edit and remove vehicles associated to user. This is also where administrators would add/remove DNTT (Do Not Ticket or Tow) information to a vehicle. 

Managing User Vehicles

This article provides instructions for OPS-COM administrators on how to manage vehicles associated with a user's profile. It covers the complete lifecycle of vehicle management, including adding, editing, activating or deactivating, and removing vehicles, as well as managing Do Not Ticket or Tow (DNTT) statuses.

Using this Feature

All vehicle management tasks are performed from within a specific user's profile.

Navigating to the Vehicle Information Page

  1. Hover over User Management in the main menu and click User Search.

  2. Use the search fields (e.g., name, username, email, or account number) to find the desired user.

  3. From the search results, click the user's Username to open their Profile Page.

  4. Click the Vehicles tab to access the Vehicle Information page, which lists all vehicles associated with that user.

Adding a New Vehicle

  1. On the Vehicle Information page, click the Add New Vehicle button.

  2. On the Add New Vehicle Information screen, fill in all required vehicle details.

  3. Click the Add New Vehicle button at the bottom of the form to save.

Editing a Vehicle

  1. In the vehicle list, click the hyperlinked license Plate of the vehicle you wish to edit.

  2. In the Vehicle Information window that appears, modify the necessary details.

  3. Click the Update Vehicle button to save your changes.

Activating or Deactivating a Vehicle

  1. In the vehicle list, locate the Status column for the desired vehicle.

  2. The current status will be shown as a link (either Active or Inactive). Click this link to toggle the vehicle's status.

Removing a Vehicle from a User Profile

  1. In the vehicle list on the user's profile, click the X icon in the row of the vehicle you want to remove.

  2. Confirm the action in the subsequent prompt to finalize the removal.

Managing Do Not Ticket or Tow (DNTT) Status

  1. In the vehicle list, click the Record DNTT Link.

  2. This interface allows you to add, edit, or remove a Do Not Ticket or Tow (DNTT) notation. This status can prevent violation issuance under specific, pre-defined conditions (e.g., in a certain lot or during a specific time).

Best Practices & Considerations

Clear Balances Before Removal: Before removing a vehicle that is only associated with one user, ensure any outstanding balances or violations tied to that vehicle are cleared.


Edit Primary Driver

This article explains the process for OPS-COM administrators to set or change the Primary Driver for a vehicle. The Primary Driver designation is used to identify the main user responsible for a vehicle, ensuring they receive all official communications like violation notices. This guide is essential when a vehicle is associated with multiple user profiles.

Setup & Configuration

The option to change the Primary Driver is only available when a single vehicle is associated with two or more user profiles. If a vehicle is only linked to one user, that user is automatically designated as the Primary Driver, and the selection field will not be visible.

The Primary Driver designation is managed from the vehicle editing screen within any associated user's profile.

How to Change the Primary Driver

  1. Navigate to the User's Profile: Hover over User Management and click User Search. Find any user associated with the vehicle and click on their Username to open their Profile Page.

  2. Access Vehicle Information: Click the Vehicles tab.

  3. Open Edit Vehicle Screen: In the list of vehicles, locate the desired vehicle and click the hyperlinked license Plate. This will open the Edit Vehicle screen.

  4. Select the New Primary Driver: Locate the Primary Driver drop-down menu. The list will contain all users associated with the vehicle.

  5. Click the menu and select the name of the user you want to designate as the new Primary Driver.

  6. Save the Changes: Click the Update Vehicle button to apply the change. The system will now recognize the selected user as the vehicle's primary point of contact.

Best Practices & Considerations

Unlink a Vehicle from User Profile

This article provides instructions for OPS-COM administrators on how to remove the association between a vehicle and a user profile. This process is necessary when a user no longer owns a vehicle, or to correct a vehicle that was mistakenly linked to the wrong user account.

The process to disassociate a vehicle is performed from the user's profile page.

How to Remove a Vehicle from a User

  1. Navigate to User Search: Hover over the User Management tab and click User Search.

  2. Locate the User: Use the available search fields (e.g., name, username, email, or account number) to find the correct user profile.

  3. Open the User Profile: Click on the user's Username in the search results to open their Profile Page.

  4. Access the Vehicle List: Click on the Vehicles tab. The page will refresh to display all vehicles currently linked to that user.

  5. Initiate Removal: In the vehicle list, locate the vehicle you wish to remove and click the red X icon located in that vehicle's row.

  6. Confirm the Removal: A confirmation prompt will appear. Click OK to permanently remove the vehicle's association from the user's profile. To abort the action, click Cancel.

Best Practices & Considerations

Understanding Vehicle Removal: Removing a vehicle only disassociates it from the current user's profile; it does not delete the vehicle record from the system itself. If the vehicle is associated with only one user, its record will be archived. If it is associated with multiple users, it will simply be removed from the current profile while remaining active on the other associated user profiles.
Clear Outstanding Balances First: Before removing a vehicle that is only associated with a single user, it is critical to ensure all outstanding violations or fees tied to that vehicle have been resolved.

User - Parking Tab

This article provides instructions for OPS-COM administrators on how to purchase both standard and temporary parking permits on behalf of a user. All actions are performed from the Parking tab within the user's profile, which serves as the central hub for managing a user's parking permissions.

Setup & Configuration

Before permits can be sold, all parking lots, permit types (e.g., yearly, monthly, temporary), and associated costs must be configured in the system. For more details on this process, please refer to the Pricing & Lot Admin page.

The process begins by navigating to the specific user's profile.

Navigating to the Parking Tab

  1. Hover over the User Management tab and click User Search.

  2. Use the search fields (e.g., name, username, email, or account number) to find the desired user.

  3. From the search results, click the user's Username to open their Profile Page.

  4. Click the Parking tab to navigate to the Manage Lots screen for that user.

Purchasing a Standard Permit

  1. On the Manage Lots screen, locate the desired parking lot.

  2. Click the Standard Permit button associated with that lot.

  3. On the Confirm Parking Permit Registration screen, review the details, including location, permit type, and cost. You may have the option to edit the permit number and permit cost here.

  4. Click the Purchase this Permit button and proceed with the payment process to finalize the registration.

Purchasing a Temporary Permit

  1. On the Manage Lots screen, click the Temporary Parking Permit button.

  2. On the Temp. Parking Permit Registration screen, configure the permit details:

    • Click the Select a lot drop-down menu and choose the appropriate lot.

    • Enter the start and end dates for the permit.

    • Choose the temporary permit type (e.g., all day or hourly).

    • Select the vehicle the permit will be assigned to.

    • Confirm the Permit Number.

    • Enable the DNTT (Do Not Ticket or Tow) checkbox if this temporary permit should prevent violation issuance.

  3. Click the Confirm this Permit button.

  4. On the Confirm Parking Permit Registration screen, review all the details one final time.

  5. Click the Purchase this Permit button and proceed with the payment process.

Best Practices & Considerations

Using the Waitlist: If you attempt to purchase a standard permit for a lot that has no available inventory, the system will not allow a purchase. Instead, you can click the Waiting List link to add the user to the queue for that lot. A prompt will appear to confirm the action.
When to Use DNTT: The DNTT checkbox on temporary permits is a powerful tool. It is typically used for special circumstances, such as for guest speakers or visitors, where you want to ensure their vehicle is not ticketed for the duration of their temporary permit.

User - Payments Tab

The Payments tab allows administrators to process user payments for one or all payment types due (lockers, parking permits, temporary permits, access card, violations). This page also shows any financial adjustments that have been made to a user account.

Processing a Payment on Behalf of a User

 

Purpose and Overview

This article outlines the process for OPS-COM administrators to make a payment on behalf of a user. This functionality is essential for handling phone-in payments, in-person transactions, or assisting users who are unable to complete the payment process themselves. These instructions are intended for administrative staff with payment processing permissions.

 

Setup & Configuration

No special configuration is required to use this feature, provided that your organization's payment gateway and item pricing have already been configured. For more details on these initial setups, please refer to the Payment Gateway Configuration and Pricing & Lot Admin articles.

 

Using this Feature

Follow these steps to process a payment for a user account.

  1. Navigate to the user's profile. Hover over User Management and click User Search.

  2. Use the search fields to find the user by their Name, Username, Email, or Account Number. Click the user's Username in the search results to open their Profile Page.

  3. Click the Payments tab. A list of outstanding items such as violations or permits will be displayed.

  4. Enable the checkbox next to each item you wish to include in the payment.

    • View Item Details: Click on any item name highlighted in blue to view more detailed information. If you make any changes in the detail view, you must click the Update button to save them.

    • Remove an Item: To permanently remove an item from the user's account, click the corresponding Remove button.

 

Warning: The Remove action is permanent and cannot be undone. Use this with caution, as the item will be completely removed from the user's account, not just the current transaction.

 

  1. After selecting all items, click the Proceed to Payment button.

  2. On the Payments Due screen, review the transaction summary. Select the payment method from the Payment Type drop-down menu and click Submit Payment Information.

  3. A final confirmation screen will appear. Verify that all payment details are correct and click Confirm Payment Information.

  4. You will be directed to the Transaction Details screen. Before finalizing the payment, you have two primary options:

    • Adjust: Click to modify the payment total. This is useful for applying a discount or adding a surcharge.

    • Cancel Transaction: Click to completely cancel the payment process. The items will remain on the user's account as outstanding.

  5. To complete the transaction, click the Process Manually button. For credit card transactions with an integrated payment gateway, this process may occur automatically.

  6. Once the payment is accepted, a transaction confirmation number will be displayed. From this screen, you can perform post-payment actions such as making an adjustment or issuing a refund.

 

Best Practices & Considerations

User - History Tab

This article explains how OPS-COM administrators can access and manage a user's complete transaction and activity history. The History tab provides a detailed log of all financial transactions, permit activity, and system-recorded events associated with a user's account, allowing for audits, adjustments, and user support. This guide is intended for all administrators who manage user accounts.

 

Setup & Configuration

This is a core feature within the User Profile Page and does not require any special setup or configuration.

 

Using this Feature

The History tab is the central location for viewing and interacting with a user's historical data.

 

Accessing the User History Tab

  1. From the main menu, hover over User Management and click User Search.

  2. Search for the desired user using their name, username, email, or account number.

  3. Click on the user's username in the search results to open their Profile Page.

  4. Hover over the History tab.

  5. Click on Recent History to view the user's activity log.

 

The Recent History view displays the most recent 100 records for the selected user. This list includes records for items such as Locker, Parking, Enforcement Adjustment, Address, and Mail Records.

 

Available Actions & Buttons

The History tab provides several options for managing user data and transactions.

 

Best Practices & Considerations

Review Emails Sent to Users

Overview

All internal communications, including mass and automatic messages sent by the system, are now able to be viewed from user profiles. 

The history page now lists each message sent, making it easy to track that emails have been received by their intended recipients and are being sent as expected.

Internal and automatic messaging are generated in these situations:

These emails will now appear in the user history page.

Viewing Emails

Emails a user has received can be viewed by going to the history section of a user's profile and selecting the sent mail page.

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On the view emails page, the emails sent will be listed.

The email sent can be viewed by clicking on the subject button of the email.

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This will open a popup displaying the email sent.

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New Violation Notices

When the System Task "Send New Violation Notices" is run, it will send out notice letters to the owners of the violations by email.

Overdue Violation Notices

When the System Task "Overdue Violation Notices" is run, it will send out notice letters to the owners of the violations by email.

Receipts

When a user makes a payment on the website, an email will be sent to them containing the payment details.

Invoices

When an invoice is generated, it will be sent by email to the user set to receive it.

User - Incident History

We are in the process of converting this page and will update once fully converted.

There are a number of links on this page that allow administrators to get additional information or make edits to existing information.

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The User Profile icon will open the contact's user profile.

The Edit/View Images button allows administrators to attach images of the user and select a default image if more than one image is on file.

The Add Note button allows administrators to add notes to the file. These notes are only visible to administrators.

User Company Editor

Accessing the User Company Editor

 Under User Management, click User Companies.

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The Company Search window will display. To add a company click Create New Company.

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The Company Edit window will display. In our example we are using the following entries:

Once the data is entered, click Add New Company

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After you have added the company you will see a green message confirming the company has been added.

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When we return to the Company Search page, it should be displayed as a search result. 

Notice how we now have our company in place but no users at this point.

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Archiving a Company

Note

Only Companies with zero associated users can be archived.

To archive a company, search for it and click the Edit button to open the Company Edit screen.

Click the Archive button in the top right hand corner.

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Adding Users to a Company

To add users, navigate to the user's profile.

In our example we are adding John Doe as the company contact and the Billing Account Contact. In John's profile enter Widgets Incorporated in the company field to link John to that company. 

Enable the Company Manager checkbox to select John as a Company Manager.

This will allow him to access the profiles of other people in his company.  

Enable the Company Billing Account checkbox. This will allow him to setup a payment method to pay for all permits for users he manages. 

Click 'Submit for Processing' and then click the 'Information Correct' button.

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You can continue to add users to the company in the same manner as described above, however if you try to add another Company Billing Account contact, you will see a message that indicates that John Doe is already the current Billing Account contact.

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Go back to Search for a Company. If you click on the number 2 , the system will take you to the user search screen displaying the 2 users associated with the company.

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You will see the users displayed for that Company and the Manager and Billing contact will be indicated.

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Bulk User Type Change

The Bulk User Type Change tool allows administrators to change User Types in bulk. This is useful for clients that have different parking options based on User Type. 

Quick Steps:
  1. Hover over User Management and select Bulk Type Change.
  2. On the Bulk User Type Change screen, locate the user type you want to change.
  3. Click the drop-down menu next to the user type.
  4. Select the new user type from the list.
  5. Click Save Changes then click on Confirm Changes to apply the change.
  6. Verify the updated number of users in the new user type.
Step-by-Step Instructions:
  1. Hover over the User Management section in the menu.
  2. Navigate to Bulk User Type Change: Click on Bulk User Type Change from the options that appear. This will bring up the Bulk User Type Change screen. In the center column, you’ll see a number badge next to each User Type. This represents how many users belong to that particular User Type in the system.
  3. Click the drop-down box next to the user type you with to change.
  4. Change user type: From the list of available user types, select the user type you wish to replace the old one with. After making your selection, click Save Changes then Confirm Changes to apply the changes.
  5. Confirm Changes: verify that the number of users of that type has changed to the desired number.

Merge User

The Merge Users option is used to combine two profiles for the same person into one user profile. 

User merge will delete the user record you are merging from, so be careful how you use this tool. 

Why would you use this function? You may use this function if: A person created profile in error; person gets married and changes their name; and/or the User Profile does not match the Admin created profile.

Quick Steps:
  1. Hover over User Management and click Merge Users.
  2. Search for users by entering identification info.
  3. Select users on the left to merge into the right.
  4. Click Merge to start the process.
  5. Confirm the merge on the next screen by clicking Merge again.
  6. Review the confirmation at the bottom of the page after the merge completes.
Step-by-Step Instructions:
  1. Prerequisites: Ensure the user account is enabled. Check that the user has a user type selected. If the user doesn't show up in the merge report, visit the user's profile to confirm these settings.

  2. Access the Merge Users Tool: Hover over the User Management icon. Click on Merge Users.

  3. Search for Users: Enter a valid identification detail (e.g., full or partial User name, Last name, Email address, Student number or Employee number) in both search fields to locate the users.

  4. Select Users to Merge: On the left side, select the users you want to merge into the user on the right side.

  5. Initiate the Merge: Click the Merge button to begin the merge process.

  6. Confirm the Merge: A confirmation page will pop up showing the username to merge into. Click Merge again to finalize.

  7. Final Confirmation: The screen will refresh to the main page.

  8. What Happens After a Merge?: To User (Right Column): The user profile on the right will remain active with updated information. To User (Left Column): The user profile on the left will be archived.

  9. Transferred Data: Data from the FROM User (left column) that doesn't exist in the TO User (right column) will be transferred to the TO User.

  10. Merged data includes: Vehicles, Violations, Permits, Lockers, and Items Awaiting Payment.

Important Notes:

Ensure the TO User profile contains the most accurate or up-to-date information before merging.

After the merge, you can find the merge record by viewing the Completed History on the profile of the TO User.

Bulk Email Users

The Email Users functionality allows administrators to email users with notices or important information.  There are a variety of presets that allow you to chose your recipients.

Quick Steps:
  1. Hover over User Management and Click Email Users.
  2. Choose a User Type Group.
  3. Select recipient filters using Filter by, Select by Lot, and Select by Locker Area, as applies.
  4. Click on Prepare Email.
  5. Click View Recipient List to verify recipients. You also have the option to Export the Recipient List.
  6. Compose your email, add attachments if needed.
  7. Click Send Email.
  8. Confirm by clicking Yes.
  9. Wait for the confirmation message that your email has been queued.
Step-by-Step Instructions:
  1. Navigate Email Users page: Hover over User Management in the main menu. Click on Email Users.
  2. Select user group to email: Select the desired group to email.
  3. Choose user filters: The Email Users page will open, allowing you to choose conditions and filters for your recipients. For example, selecting the User Type Group as Staff will send the email to all staff members. If you choose User Type Group: Staff and Company Staff Lot, the email will be sent only to staff members who park in the company staff lot, and so on. If you wish to select multiple filters hold control and click on the filters that apply. To deselect a filter already selected, hold control and select the individual filters you wish to remove.
  4. Prepare email: After selecting your recipient list, click the Prepare Email button.
  5. View recipient list: Click the View Recipient List button to review your email recipients.
  6. Create email Type in a Subject and a Message.
  7. Attach files: If needed, attach files by clicking the Choose File button.
  8. Send email: Once your email is ready, click the Send Email button.
  9. Confirm: A confirmation dialog will appear. Click Yes to confirm.
  10. Confirm email was sent: A message stating Mail message has been queued for delivery will display.