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User Management

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Registering a New User

User Registration allows OPSCOM 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 OPSCOM 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, then 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 OPSCOM 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 OPSCOM 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 OPSCOM 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

Payment Management (Subscriptions)

Subscriptions are used to allow you to tag a default method of payment for any permits that you roll over from month to month. You can use payroll deductions, EFT, or credit cards as payment methods for subscriptions. Subscriptions only affect permits that are being rolled over from a previous allocation period. Users can manage multiple payment methods on their account through the user portal but only one method may be set as primary. Admins can also add payment method details to a user profile.

In order for subscriptions to function, the user must provide information pertaining to the payment method they wish to use for their subscription service.

There are three main payment types that are used for subscription services:

  • Electronic Funds Transfer (Must be entered in the system by an Administrator) 
  • Credit Card (Can be entered both by the client through their online profile as well as by an Administrator) 
  • Payroll Deduction (Handled by the Administrator through the OPSCOM System)
Quick Steps:

  1. Search and select the User Profile.

  2. Using the Profile dropdown, click Manage Payment Methods.

  3. To add a payment method click Add New Payment Method under Payment Subscription Options. 

  4. To use a payment type for recurring payments or to be auto-charged for Permit Rollovers, click the drop down and chose the payment type from the dropdown under Permit Rollover Subscription and then click Save.

  5. You will see a popup indicating that your permit rollover subscription has been updated.

Step by Step Instructions:

  1. Search for the User:

    • Use the Quick Search or User Search functions to locate the user whose credit card you want to manage.

    • Select the User to access their Profile.

  2. Access Manage Payment Methods:

    • Use the Profile menu dropdown to choose Manage Payment Methods.

  3. Add a Payment Method:

    • Under Payment Subscription Method on the right side of the screen, click Add New Payment Method.

    • When you have added your credit card information, click Add Payment Method button to register in the system.

    • If choosing EFT (Electronic Funds Transfer) as your new payment method, you will need to also fill out a Label (typically the bank name and type of account, i.e.: Savings) and the user's banking information before clicking Add Bank Information button to register in the system.

Note: EFT can only be used for subscriptions and cannot be used to pay for any other items. 

  1. Add Permit Rollover Subscription:

    • Choose the Payment Method from the dropdown list under Permit Rollover Subscription on left side of screen.

    • Click Save.

    • You will see a popup indicating that the subscription payment method has been saved/updated.

To do this, Admins must have the Allow Credit Card Processing setting turned on in System Settings > Permits.

To use this card to pay for recurring permits, the user must have purchased their previous permit through the same payment type so that the system would have a record of the payment type used.

Archiving or Disabling a User

Archiving or Disabling a User Account in OPSCOM 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 in to their OPSCOM 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

OPSCOM 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 OPSCOM 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.

Using this Feature

File management is a standard feature which requires the appropriate administrator permissions:

Additionally, it is important to understand the roles for uploading and managing files:

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All 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 View All 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.

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 OPSCOM. This includes setting up Buildings, locker room locations (e.g., Men's Locker Room), individual locker numbers, and any associated fees.

Locker Registration Process

  1. Go to User Management, then Search Users for the user you wish to register a locker for. Click their Username to navigate to their Profile.

  2. In the user's profile, click the Lockers button to open the locker registration interface for that user.

  3. 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 Username: 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 OPSCOM 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. Go to User Management 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.

See the article Unlink a Vehicle from User Profile for the requirements to remove a vehicle from a user's profile.

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 OPSCOM 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.

Using this Feature

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. Go to User Management and click User Search. Find any user associated with the vehicle and click on their Username to open their Profile Page.

  2. Click the Vehicles tab.

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

  4. 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. 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 OPSCOM users 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.

Rules to Remember

Important: The Allow users to delete vehicles setting must be enabled under System Configuration > System Settings > Vehicles in order for users to delete vehicles from their profile.

Using This Feature

  1. Login to your account on the user portal for your organization

  2. Click on the Vehicles tab

  3. Find the vehicle's plate you wish to remove, and click on the Remove button, with the trash can icon.

  4. Click the Vehicles tab. 

Note: If you have been involved in incidents or the vehicle has outstanding fines and fees associated with it, you will not be able to remove it.

Best Practices & Considerations

Understanding & Controlling Active Vehicles

Question

What is an active vehicle and how does it relate to the permits a user buys? 

In our scenario, we require our end users to buy a permit for every active vehicle on their account. So if you have two active vehicles you must have two permits. What happens on rollovers though? If they only have one permit roll over but they still have two active vehicles? Does the system deactivate one vehicle?

Answer

Think of an Active Vehicle as any license plate you’ve told our system is ready to use a parking permit.

The answer in your scenario is No, the system does not automatically deactivate the extra vehicle.

 Remember...

  Active Vehicle Count Active Permit Count
What It Is How many license plates you have marked as 'Ready'. How many valid permits you bought for the new year.
Rollover Status STICKY! This count carries over from year to year. RESET! Only new permits count.

User - Parking Tab

This article provides instructions for OPSCOM 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. Go to 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 Waitlist 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.

Purpose and Overview

This article outlines the process for OPSCOM 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.

Using this Feature

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.

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

  1. Go to 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 OPSCOM 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

This article outlines the process for viewing the history of automated and mass communications sent to users through OPSCOM. This feature allows administrators to verify that important messages, such as violation notices and receipts, have been successfully dispatched. This guide is intended for OPSCOM administrators.

Using this Feature

This feature is enabled by default and does not require any specific configuration. It automatically logs communications generated by system tasks and user actions. Sent Mail History provides a comprehensive log of all system-generated email communications sent to a specific user.

To access a user's email history:

  1. Go to the profile of the user you wish to review.

  2. Go to the History tab, then History, and click on Sent Mail.

Key Information Displayed

On the Sent Mail page, you will see a list of all communications sent to the user, including:

The following types of internal and automatic messages are logged in the Sent Mail history:

Best Practices & Considerations

User - Incident History

The User Incident History page provides a comprehensive list of all disturbance incidents associated with a specific user. This feature allows administrators to quickly review a person's incident history on the premises to understand patterns or retrieve details about past events. This guide is intended for OPSCOM administrators. Incidents can be distributed to various departments, internal or external parties, or even police.

If you are interested in the Incident Distribution feature, please refer to this article.

Using this Feature

This page displays data that is logged through the Dispatch and Incident Reporting modules. For incidents to appear here, they must be correctly created and associated with the user during the incident logging process. No special configuration is required for the User Incident History page itself. To access a user's incident history, first navigate to the profile of the user you wish to review, then select the Incident History page to view the list of incidents

Key Information Displayed

Go to any user's profile, and Select the Incident History page to view the list of incidents.

The page lists all disturbance incidents the selected user has been involved in. Each entry in the list typically includes:

Available Actions & Buttons

Warning: The accuracy of this page depends entirely on correct data entry. Ensure that all new incidents are accurately logged and associated with the correct users to maintain a complete and reliable history. Try to get suspects to identify with a government issues ID if possible.

Best Practices & Considerations

User Company Editor

This article describes how to create, edit, and manage company profiles within OPSCOM. The User Companies feature allows administrators to group individual users under a single corporate account, which helps to streamline permit management, billing, and reporting for business clients. This guide is intended for OPSCOM administrators.

Using This Feature 

The primary setup step is creating the company profile. Once created, you can associate users with the company and assign specific roles.

To Create a New Company:

  1. Go to User Management and click User Companies.

  2. On the Company Search page, click the Create New Company button to open the Company Create window.

  3. Fill in the company's information in the provided fields:

    • Account Number: A unique internal identifier for the company.

    • Company Name: The official name of the business.

    • Address: The physical address of the company.

    • Contact Name: The primary administrative contact for the company.

    • Invoice Emails: The email address where system-generated invoices should be sent.

  4. Once all data is entered, click the Add New Company button. A confirmation message will appear indicating the company has been added.

After a company is created, you can search for it, manage its associated users, and archive it when it is no longer active.

Searching for a Company and Viewing Users

From the Company Search page, you can look up a company by its name or account number. The search results will display the company details and a count of its associated users.

Adding Users to a Company and Assigning Roles

  1. Navigate to the profile of the user you wish to add to a company.

  2. In the Company field, begin typing the company's name and select it from the drop-down list to link the user.

  3. Assign roles using the following checkboxes:

    • Company Manager: Enable this checkbox to allow the user to access and view the profiles of other people within the same company.

    • Company Billing Account: Enable this checkbox to designate the user as the primary contact responsible for the company's payment method. This user can pay for permits and violations for all users they manage.

  4. Click Submit to save the changes.

Archiving a Company

  1. From the Company Search page, find the company you wish to archive and click the Edit button.

  2. On the Company Edit screen, click the Archive button in the top-right corner.

Best Practices & Considerations

Bulk User Type Change

This article describes the Bulk User Type Change tool, which allows administrators to move all users from one user type to another in a single operation. This feature is essential for efficiently managing large-scale user role updates, such as transitioning students to an alumni status at the end of a school year. This guide is intended for OPSCOM administrators

Using this Feature

This tool is a standard administrative feature and does not require any specific configuration. However, you must ensure that both the original user type (the one you are changing from) and the destination user type (the one you are changing to) are already created in the system. The tool provides a simple interface for selecting a user type and migrating all of its members to a different type.

For more information on creating and managing roles, please refer to the User Types Administration wiki article.

To Perform a Bulk User Type Change:

  1. Go to User Management and click Bulk Type Change.

  2. The Bulk User Type Change screen will display a list of all existing user types. Next to each name, a number badge indicates the current count of users assigned to that type.

  3. Locate the user type you wish to change from.

  4. In the drop-down menu next to it, select the new user type you want to move the users to.

  5. Click the Save Changes button.

  6. A final confirmation prompt will appear. To proceed, click the Confirm Changes button.

  7. The system will process the update. Once complete, the page will refresh, and you can verify the change by reviewing the updated user counts for the affected user types.

Warning: This action is permanent and cannot be undone. It will immediately move all users from the original type to the new one. Always double-check your selections before clicking the final Confirm Changes button.

Best Practices & Considerations

Merge User

This article describes how to use the Merge Users tool to combine two separate user profiles into a single, primary account. This function is essential for maintaining a clean database by resolving duplicate profiles that may arise from user error, name changes, or other data discrepancies. This guide is intended for OPSCOM administrators.

Setup & Configuration

Before a user profile can be selected in the Merge Users tool, you must ensure it meets the following criteria within its profile settings:

If you cannot find a user when searching in the merge tool, first navigate to that user's profile to verify these two settings are correctly configured.

Using this Feature

The merge process involves selecting a source profile (FROM User) to merge into a destination profile (TO User). The FROM User will be archived, and its data will be transferred to the TO User.

The Merge Process

  1. Go to User Management and click Merge Users.

  2. The page displays two search sections:

    • The profile on the left is the source account that will be merged and then archived (FROM User).

    • The profile on the right is the destination account that will remain active (TO User).

  3. Use the search fields in both sections to locate the two user profiles. You can search by name, email address, student number, or employee number.

  4. Select the correct user profile from the search results in each section.

  5. Click the Merge button to proceed.

  6. A confirmation screen will appear, showing which user will be merged into the other. To finalize the action, click Merge again.

  7. After the process is complete, a confirmation message will appear at the bottom of the page.

Data is only transferred from the 'FROM User' if a corresponding record does not already exist on the 'TO User'. The merge tool does not overwrite or duplicate existing records on the destination profile.

What Happens to the Data?

The following data is transferred from the FROM User to the TO User:

Warning: The merge process is irreversible and results in the permanent archival of the FROM User profile. Always double-check that you have selected the correct source and destination accounts before finalizing the merge.

Best Practices & Considerations

Bulk Email Users

This article describes how to use the Email Users tool to send mass email communications. This feature allows administrators to compose and send messages to targeted groups of users based on criteria like user type, permit status, or assigned parking lot. This guide is intended for OPSCOM administrators responsible for user communications.

Using this Feature

This tool is a standard feature and does not require any specific setup. The effectiveness of the recipient filtering depends on having accurate and up-to-date user data, including correct User Types, Lot Assignments, and other user profile details. The process is divided into two phases: first defining your recipient list using filters, and then composing and sending the email.

Defining the Recipient List

  1. Go to User Management and click Email Users.

  2. On the Email Users page, begin by selecting a primary group from the User Type Group drop-down menu.

  3. Next, refine your recipient list by selecting one or more filters from the available options:

    • Filter by: Narrow the list by user status (e.g., Has Active Permit, Is on a Waitlist).

    • Select by Lot: Target users assigned to specific parking lots.

    • Select by Locker Area: Target users with lockers in specific areas.

  4. Once your filters are chosen, click the Prepare Email button. This action generates the final recipient list based on your criteria and reveals the email composition tools.

Tip: To select multiple options within a single filter box (e.g., to email users in three different lots), hold the Ctrl key (or Cmd on Mac) and click each desired option. To deselect an option, hold the same key and click it again.

Composing and Sending the Email

After preparing the email, a new section will appear on the page.

  1. First, verify your recipients. Click the View Recipient List button to review the list of users who will receive the email. You can also click Export Recipient List to download a CSV file for external review.

  2. Compose your message by filling in the Subject and Message fields.

  3. To include a file, click the Choose File button and select the desired attachment.

  4. When your message is ready, click the Send Email button.

  5. A confirmation prompt will appear. Click Yes to proceed.

  6. A confirmation message will then display, stating that the email has been queued for delivery.

Warning: Sending a mass email is an irreversible action. Always proofread your subject line and message content carefully for accuracy and clarity before clicking Send Email.

Best Practices & Considerations

Generate Mail Merge

This article explains how to use the Generate Mail Merge tool to export user mailing addresses for Microsoft Word's Mail Merge feature. This guide is intended for OPSCOM administrators managing user communications.

Using this Feature

This tool is designed to be used in conjunction with Microsoft Word's Mail Merge functionality. No additional configuration is required beyond having access to the appropriate Microsoft software.

Warning: In databases with a large volume of records, this tool may not function as expected. If you encounter issues, please contact OPSCOM Support for assistance.

Generating the CSV File for Export

  1. Go to User Management, and click Generate Mail Merge.

  2. This action generates the mailing list based on your total user records.

  3. Click CSV for the file export.
Composing and Initiating the Mail Merge

After downloading the file, open Microsoft Word.

Note: Depending on your version of Microsoft Word, the instructions below may differ.

Please refer to the official Microsoft Mail Merge documentation for more details.

Best Practices & Considerations