User Management

• Registering a New User
• User Search
• User Profile Overview
• Payment Management (Subscriptions)
• Archiving or Disabling a User
• Using Tax Exemption
• Retrieving Uploaded Files
• Registering a Locker for a User
• User - Vehicles Tab
• Edit Primary Driver
• Unlink a Vehicle from User Profile
• Understanding & Controlling Active Vehicles
• User - Parking Tab
• User - Payments Tab
• User - History Tab
• Athletics Module
• Review Emails Sent to Users
• User - Incident History
• User Company Editor
• Bulk User Type Change
• Merge User
• Bulk Email Users
• Generate Mail Merge

Registering a New User

The User Registration feature allows administrators to manually create new user accounts, granting individuals direct access to the public-facing user portal. Its primary purpose is to enable users to utilize core features such as purchasing parking permits, renting lockers, and managing violations, while ensuring a comprehensive administrative record is maintained for your operations. This article is intended for OPS-COM administrators responsible for managing user profiles and system access.

Setup and Configuration

This feature requires specific role permissions to allow administrators to manually generate and manage user accounts.

Admin Side: Administrators who are setting up users as part of their daily role must have the specific viewing and editing permissions enabled on their administrative profile.

1. Hover over System Configuration, click Admin Management, then Manage Roles.

2. Click the Permissions button next to the administrative role you want to modify.

3. Click the User Management tab.

4. Enable the Edit Users checkbox and the View Users checkbox.

5. Click the Save Permissions button.

User Side: End-users do not participate in manual administrative registration, but they will receive full access to the user portal once their profile is officially activated by the administrator.

Using this Feature

The manual user registration process involves two main stages: entering the initial basic information and then completing the full user profile.

Basic User Information

1. Hover over User Management and click User Registration.

2. Select the appropriate User Type for the new user from the drop-down menu.

3. Enter a Username and the required basic user information (such as first name, last name, and email address).

4. Click the Submit Registration button to proceed to the next stage of the profile setup.

Completing and Activating the User Profile

1. Enable the Allow user login and mark account as active checkbox on the Edit User Profile page.

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

3. Click the Submit Profile Information button.

4. Review the Confirm Registration Information screen to carefully verify that all displayed information is correct.

5. Click the Information Correct button to finalize the account creation, or click the Back button if edits are needed.

Enabling the Allow user login and mark account as active setting activates the user's ability to self-manage their account via the user portal. It will automatically prompt them to change their password upon their first successful login.

Fields marked with a red exclamation mark (!) after a failed submission are mandatory fields that must be completed to save the profile.

Refer to the following related wiki articles for detailed instructions on configuring specific profile fields: Locker User Types, Using Tax Exemption, User Company Editor, and Manage User Departments.

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Best Practices and Considerations

• Understand mandatory field management: Administrators with appropriate permissions can adjust which fields are mandatory for user profiles via the System Settings menu. Review these settings to ensure all necessary data is collected during registration without creating administrative bottlenecks.

• Inform users of the password prompt: Inform new users that they will be prompted to change their password upon their first login.

• Select user types carefully: Accurately select the User Type during registration. This selection directly impacts the user's access to specific lots, available payment types, and profile field visibility on the portal.

• Execute post-registration actions: Remember that the system allows immediate actions like adding a vehicle or purchasing a permit after registration. Guide the user or perform these actions on their behalf as per your specific organizational workflow.

• Verify email configurations: If your system is configured to require email verification for new accounts, ensure the user knows to check their email for the verification link. Even if you manually registered them, they may need to verify their address before they can fully log in.

User Search

The User Search feature provides administrators with a powerful tool to quickly locate and access specific user accounts within the system. Its primary purpose is to enable efficient viewing and editing of user information, supporting various administrative tasks such as profile updates, violation management, and permit assignment. This article is intended for OPS-COM administrators.

Setup and Configuration

This feature is a core administrative tool and does not require extensive initial configuration to function.

Admin Side: Administrators must have the appropriate system role permissions enabled to view and search for user profiles within the administrative portal.

Using this Feature

Administrators can use the following instructions to input various criteria, refine search results, and quickly navigate to specific user records.

Accessing User Search

1. Hover over User Management and click User Search.

Entering Search Criteria

1. Click the Toggle More Options button to see all available search fields.

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 into the relevant fields and click the Search button.

4. Review the search results that appear in the table below the criteria box.

There is a strict limit to how many records will return at once. 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 search criteria.

Available Actions from Search Results

From the search results table, you can perform various actions by interacting with the column headers or associated icons:

• Click any column header to sort the results alphabetically or numerically.

• Click the user's Username to access the comprehensive User Profile Overview page.

• Click the Envelope icon to start drafting an email to that specific user.

• Click the Clock icon to shortcut directly to the user's incident and action history.

Although no dedicated export button is available on this screen, you can highlight and copy the search results directly into Excel or Google Sheets for external review.

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Best Practices and Considerations

• Combine search criteria: Combine multiple search criteria, such as first name and last name, or username and User Type, for more precise results. This strategy is especially critical in systems with a massive volume of users to avoid hitting the record return limit.

• Utilize expanded options: Don't hesitate to use the expanded search options when you need to find users based on less common data points. Clicking the toggle button reveals highly specific fields that can narrow down broad searches.

• Include disabled accounts when necessary: Remember to select the Any Users or Disabled Only radio buttons if you are looking for accounts that may have been deactivated. By default, you may be filtering out historical records if you only search for active users.

• Maintain data integrity: Accurate and up-to-date user information in the system will yield more reliable search results. Regularly auditing and cleaning up user profiles ensures your searches remain fast and effective.

• Establish a workflow baseline: Use the User Search as your primary tool for quickly navigating to a user's comprehensive profile for any administrative task. Starting your workflows here ensures you have the correct user context before issuing violations or selling permits.

User Profile Overview

The User Profile Overview page serves as a central dashboard for a user's comprehensive system information and current activity. Its primary purpose is to provide administrators with a quick reference view, enabling efficient access and management of user details, associated vehicles, violations, permits, and historical data. This article is intended for OPS-COM administrators responsible for managing user accounts and troubleshooting issues.

Setup and Configuration

This feature is a core administrative dashboard and does not require extensive initial configuration to function.

Admin Side: Administrators must have the appropriate system role permissions enabled to view and edit user profiles within the administrative portal.

Using this Feature

Administrators can use the following instructions to navigate to a user's profile and utilize the available management sections.

Accessing a User Profile

1. Utilize the Quick Search field in the main menu, or hover over User Management and click User Search to locate a specific account.

2. Click the specific username from your search results to open the User Profile Overview page.

Editing a User's Basic Profile

1. Click the Edit button located within the Basic Profile Information section.

2. Modify the necessary account details within the Personal Information, Student Information, or Staff/Faculty Information categories.

3. Click the Submit Profile Information button to save your changes.

The fields displayed within the profile categories can be individually set to Hidden, Visible, or Required as defined in your System Settings for User Profiles.

Logging in as a User

Administrators can view the system exactly as the end-user sees it.

1. Click the Login as user button.

2. Review the new browser window that opens, which will automatically log you into the OPS-COM end-user portal as the selected user.

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

Adding or Editing Vehicles

1. Click the Edit button within the Vehicles section.

2. Click the necessary buttons to add new vehicles, edit existing vehicles, or apply a Do Not Ticket Tag (DNTT) to a specific vehicle on the resulting Vehicle Information screen.

Viewing Additional Information

The landing page provides immediate, direct access to a wealth of additional user-specific data through various dashboard sections:

• Active Alerts: Any active alerts or warnings associated with the user's profile will be prominently displayed at the top of the page.

• Waitlist Position: If the user is on any waitlists, the requested lots and their current ranks will be listed.

• Violations: View detailed violation information by clicking the specific ticket number link. If available, view photos related to a violation by clicking the Camera icon next to the ticket number.

• Permits: Access detailed permit information by clicking the specific permit number link in the Active Permits section.

• Deposits and Notes: View any active deposits on the user account, read private user notes, and add new administrative notes directly from the dashboard.

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Best Practices and Considerations

• Utilize centralized management: Utilize the User Profile Overview as your primary hub for managing all aspects of a user's interaction with the system. Starting your workflows here ensures you have the complete context of the user's account before making changes.

• Streamline efficient troubleshooting: Navigate to the user's profile landing page when they report an issue for a quick overview of their status. Reviewing their active permits, recent violations, and active alerts can greatly aid in rapid troubleshooting.

• Test the user experience: Leverage the Login as user feature to test new configurations. This is invaluable for verifying specific user access or replicating user-reported issues directly from their perspective.

• Review comprehensive history: Leverage the integrated views of alarms, violations, and permit details to understand a user's complete history. This comprehensive data is critical for informing decisions related to appeals, permit renewals, or strict enforcement actions.

Payment Management (Subscriptions)

The Payment Management Subscriptions feature allows administrators to designate a default payment method for permits that roll over from month to month. Its primary purpose is to streamline recurring billing by automatically applying designated payment types, such as payroll deductions, Electronic Funds Transfer (EFT), or credit cards, to permit renewals. This article is intended for OPS-COM administrators managing recurring parking permits and user billing.

Setup and Configuration

Before managing subscriptions, ensure the system is configured to handle the necessary payment processing.

Admin Side: Administrators must enable specific system settings to allow the processing of recurring credit card transactions for permit rollovers.

1. Hover over System Settings and click Permits.

2. Enable the Allow Credit Card Processing checkbox to ensure the system can process credit card transactions for permit rollovers.

User Side: In order for subscriptions to function, the user must provide valid information pertaining to the payment method they wish to use for their subscription service via the user portal, or provide it to an administrator to enter manually.

Using this Feature

Administrators can manage subscription payment methods directly through a user's profile to facilitate automated permit renewals.

1. Utilize the Quick Search field or hover over User Management and click User Search to locate the target user.

2. Click the specific username from your search results to access their profile.

3. Click the Profile drop-down menu and choose Manage Payment Methods.

4. Click the Add New Payment Method button located under the Payment Subscription Options section.

5. Enter the required payment details based on the user's preferred method.

6. For credit cards, provide the necessary card information and click the Add Payment Method button to register it in the system.

7. For EFT, enter a label into the Label field (e.g., Savings) along with the user's banking information, then click the Add Bank Information button.

8. Locate the Permit Rollover Subscription section on the left side of the screen.

9. Click the payment drop-down menu and choose the newly added payment method from the list.

10. Click the Save button.

Upon saving, a confirmation message will immediately appear on the screen indicating that the permit rollover subscription has been successfully updated.

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Best Practices and Considerations

• Verify prior payment history: For a specific credit card to be used for recurring permit payments, the user must have purchased their previous permit using the exact same payment type. The system requires this historical transaction record to successfully link the payment method to the subscription.

• Understand EFT limitations: Remember that EFT can only be used for subscription services. Electronic Funds Transfer cannot be used to pay for individual citations or other one-off items within the system.

• Encourage user responsibility: Administrators should actively encourage users to maintain updated payment information within their online profiles. Keeping billing details current ensures uninterrupted permit rollovers. While administrators can manually add payment details on the backend, users can easily manage multiple payment methods through their own user portal (keeping in mind that only one method may be set as primary).

Archiving or Disabling a User

Archiving or disabling a user account allows administrators to deactivate access to the user portal while preserving all historical data associated with the profile. Its primary purpose is to ensure data integrity for past transactions and maintain strict security when a user leaves the organization or changes roles. This article is intended for OPS-COM administrators responsible for managing user access and system security.

Setup and Configuration

Disabling a user account (simply preventing login) requires no specialized setup. However, performing a categorized archive requires administrators to configure specific archive categories in advance.

Admin Side: To utilize the structured archiving feature, administrators must first create dedicated archive classifications (e.g., "Former Student," "Terminated Staff," or "Account Closed").

If you have not yet created these categories, they will not appear in the drop-down menu during the archiving process. Instructions for creating these categories can be found on the User Types wiki page.

Using this Feature

Administrators can use the following instructions to either temporarily disable a user's login access or perform a formalized, categorized archive.

Accessing the User Profile

Before performing either action, you must locate the target user.

Disabling a User Account (Preventing Login)

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

Archiving a User Account (Categorized Disablement)

Archiving provides a structured way to disable a user account by assigning it to a specific category, which is highly useful for historical reporting or internal tracking.

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Best Practices and Considerations

Using Tax Exemption

The Tax Exemption feature allows administrators to apply specific exemption codes to user profiles, automatically waiving applicable taxes during the purchase of items such as permits, violations, and lockers. Its primary purpose is to ensure accurate billing for tax-exempt individuals or organizations and to simplify compliance with specific financial regulations. This article is intended for OPS-COM administrators responsible for managing user profiles and accounting settings.

Setup and Configuration

This feature does not require global system configuration but must be manually applied to eligible user profiles.

Admin Side: Administrators must locate the user profile and manually input the approved tax exemption code provided by the user or organization.

User Side: Users do not configure this setting themselves. Once a valid code is applied to their profile by an administrator, the system automatically waives taxes during their checkout process on the user portal.

Using this Feature

Administrators can use the following instructions to apply tax exemption codes to a profile, verify their presence, and generate auditing reports.

Adding or Updating a Tax Exemption Code

1. Locate the user you wish to modify using the administrative search tools.

2. Click the Username from the search results to access their User Profile Overview.

3. Click the Edit button on the Basic Profile Information bar, or click the Profile drop-down menu and choose Edit Profile Information.

4. Locate the Tax Exemption Code field on the Edit User Profile screen.

5. Enter or update the alphanumeric tax exemption code in this field.

6. Click the Submit Profile Information button.

7. Click the Information Correct button on the confirmation screen to save the changes to the user's profile.

Verifying the Tax Exemption Code

The active tax exemption code is displayed directly in the Profile Overview window on the user's User Profile Landing Page for easy reference. This allows administrators to quickly verify its presence without having to enter edit mode.

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

Generating the Tax Exemption Report

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

1. Hover over the main menu, click Payments, and choose Tax Exemption Report.

2. Review the generated list, which includes the user's First Name, Last Name, and Tax Exemption Code.

3. Use the available export or print functions to extract the report records for external auditing.

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Best Practices and Considerations

• Ensure data accuracy: Ensure that tax exemption codes are accurately entered and validated against official documentation. Verifying the exact code maintains financial compliance and prevents incorrect billing.

• Establish internal verification protocols: Establish clear internal procedures for verifying a user's eligibility for tax exemption before entering a code on their profile.

• Audit records frequently: Regularly run and review the Tax Exemption Report for auditing purposes. Routine checks ensure that all tax-exempt transactions happening on your platform are correctly accounted for and supported by your organization.

• Communicate policies clearly: Clearly communicate your organization's tax exemption policies to eligible users. Ensure they understand how to submit their proof of exemption to administrators so it can be added to their profile before they attempt to make a purchase.

Retrieving Uploaded Files

The Retrieving Uploaded Files feature allows administrators to locate, view, and delete documents or images submitted by end-users. Its primary purpose is to help administrators easily manage user-submitted documentation directly from the administrative portal while maintaining strict data governance. This article is intended for OPS-COM administrators responsible for reviewing user profiles and managing file submissions.

Setup and Configuration

File management is a standard feature that requires specific system role permissions to access and utilize.

Admin Side: Administrators must have the View User Uploads and Delete User Uploads permissions enabled on their role to view or remove files. Administrators cannot upload files on behalf of a user directly from this administrative interface.

User Side: Only end-users can upload files to their own profiles through the public-facing portal.

Using this Feature

Administrators can use the following instructions to locate, view, and remove files from a specific user's account. All file management tasks begin directly from the user's profile page.

Viewing Uploaded Files

1. Navigate to the target user's profile.

2. Scroll down to the Uploaded Files section on the user's dashboard to see a preview of the five most recently uploaded files.

3. Click the hyperlinked file name to view a specific file.

4. Click the Manage button to view all uploaded files for the user. This will take you to the user's comprehensive Uploaded Files page.

Deleting an Uploaded File

1. Click the View All button in the Uploaded Files section of the user's profile to access the full list of files.

2. Locate the specific file you wish to remove on the Uploaded Files page.

3. Click the Delete button associated with that file to remove it from the system.

File deletion is completely permanent. Once a file is deleted from the system, it cannot be recovered. Always verify you are deleting the correct file before confirming the action.

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Best Practices and Considerations

• Uploading files for a user: Use the Login as user feature and follow the user-side workflow if you must upload a file on behalf of a user. Administrators cannot directly upload files to a user's profile from the backend interface. Detailed instructions can be found in the Uploading Files from the User Side article.

• Verify administrative permissions: Ensure you have the appropriate permissions to perform these actions. If you cannot view or delete user files, verify that your administrative role has the required file management permissions actively enabled.

• Audit files carefully: Always verify you are deleting the correct file before confirming the action. Accidental deletion may require the user to resubmit important documentation, causing delays in permit approvals or appeals.

Registering a Locker for a User

The Locker Registration feature allows administrators to rent and assign lockers to users directly from their administrative profile. Its primary purpose is to facilitate the centralized assignment of locker inventory, ensuring accurate tracking of available spaces and collected fees. This article is intended for OPS-COM administrators responsible for managing locker inventory and user assignments.

Setup and Configuration

Before a locker can be assigned to a user, the physical locker parameters must be established within the system.

Admin Side: Administrators must ensure the locker inventory is fully configured in OPS-COM prior to attempting registration. This prerequisite includes setting up the overarching Buildings, specific locker room locations (such as the Men's Locker Room), individual locker numbers, and any associated rental fees.

User Side: Users do not need to configure anything to be assigned a locker by an administrator. Alternatively, users can choose to self-manage their locker purchases by logging into the public user portal, provided there is available inventory.

Using this Feature

Administrators can use the following instructions to navigate to a user's profile, select an available locker, and process the rental reservation.

1. Hover over User Management and click User Search to locate the target user.

2. Click the user's Username from the search results to navigate to their Profile.

3. Click the Lockers button to open the locker registration interface for that specific user.

4. Select the appropriate building from the list located under the Available Buildings heading.

5. Click the location drop-down menu on the Locker Registration - Locker Selection page and choose the specific locker room.

6. Select the desired locker number from the generated list of available lockers.

7. Click the Reserve This Locker button to proceed with the selection.

8. Review the Confirm Locker Reservation screen to carefully verify the summarized locker details.

9. Click the Confirm Information button.

10. Click the Proceed to Payment button on the Payments Due screen and complete the financial transaction as required.

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Best Practices and Considerations

• Finalize reservations with payment: Remember that a locker reservation is not considered final until payment has been successfully processed. If you navigate away from the Payments Due screen without completing the transaction, the locker may automatically be released back into the available inventory.

• Verify the assigned user: Always double-check that the correct user's name is displayed in the top-right corner of the Locker Registration screen before selecting a locker. This simple verification step ensures you are assigning the inventory and any subsequent charges to the correct individual's profile.

User - Vehicles Tab

The User Vehicles tab allows administrators to add, edit, and remove vehicles associated with a specific user profile. Its primary purpose is to provide a centralized interface for managing the complete lifecycle of a user's vehicles, including toggling active statuses and managing Do Not Ticket or Tow (DNTT) notations. This article is intended for OPS-COM administrators responsible for managing user profiles and vehicle records.

Setup and Configuration

Administrators can control the visibility of the Vehicle Identification Number (VIN) field during the vehicle creation and editing process.

Admin Side: In order for the VIN number field to be available to administrators, the master setting must be enabled.

1. Hover over System Settings and click Vehicle.

2. Enable the Enable VIN checkbox to make the field available in the administrative portal.

3. Enable the Show VIN Field on User Side checkbox if you wish to make this field visible to users on the public portal.

User Side: End-users can also add, edit, and manage their own active vehicles via the public-facing user portal, provided your organizational settings allow it.

Using this Feature

Administrators can use the following instructions to navigate to a user's vehicle list and perform standard lifecycle management tasks.

Navigating to the Vehicle Information Page

1. Hover over User Management and click User Search.

2. Use the search fields to find the desired user and click their Username from the search results to open their profile.

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

Adding a New Vehicle

1. Click the Add New Vehicle button located on the Vehicle Information page.

2. Fill in all required vehicle details on the Add New Vehicle Information screen.

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

Editing a Vehicle

1. Click the hyperlinked Plate of the vehicle you wish to edit from the vehicle list.

2. Modify the necessary details in the Vehicle Information window that appears.

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

Activating or Deactivating a Vehicle

1. Locate the Status column for the desired vehicle in the list.

2. Click the Active or Inactive link to immediately toggle the vehicle's current status.

Removing a Vehicle from a User Profile

1. 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 Unlink a Vehicle from User Profile article for the specific system requirements and business rules necessary to successfully remove a vehicle from a user's profile.

Managing Do Not Ticket or Tow (DNTT) Status

1. Click the Record DNTT Link next to a specific vehicle in the list.

2. Add, edit, or remove a Do Not Ticket or Tow notation. This status prevents violation issuance under specific, pre-defined conditions (e.g., in a certain lot or during a specific time).

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Best Practices and Considerations

• Check for existing license plates: If you add a new vehicle but the details do not save correctly, it is likely because that license plate already exists in the system. The plate may be associated with another user or currently archived. The vehicle must be properly associated with the current user before all details can be successfully edited.

• Understand vehicle removal mechanics: Removing a vehicle only disassociates it from the current user's profile; it does not delete the vehicle record from the system. If the vehicle is associated with only one user, it will be safely archived. If it is associated with multiple users, it will remain active on the other user profiles.

• Clear balances before removal: Always ensure any outstanding balances or violations tied to a vehicle are cleared before removing it. This is especially critical if the vehicle is only associated with one user, as you want to prevent leaving orphaned debts in the system.

Edit Primary Driver

The Edit Primary Driver feature allows administrators to manually set or change the main user responsible for a specific vehicle. Its primary purpose is to ensure that official communications, such as violation notices, are routed correctly when a vehicle is associated with multiple user profiles. This article is intended for OPS-COM administrators responsible for managing vehicle records and user profiles.

Setup and Configuration

This feature is a standard administrative function and does not require extensive initial configuration to function.

Admin Side: There is no specific global setup required to enable this feature. However, 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 by default, and the selection field will not be visible on the backend.

User Side: Users cannot manually change the primary driver designation for a shared vehicle via the public-facing user portal. This action must be performed by an administrator.

Using this Feature

Administrators can use the following instructions to manage the primary driver designation from the vehicle editing screen within any associated user's profile.

1. Hover over User Management and click User Search.

2. Locate any user currently associated with the vehicle and click their Username from the search results to open their Profile Page.

3. Click the Vehicles tab.

4. Click the hyperlinked license Plate of the desired vehicle in the list to open the Edit Vehicle screen.

5. Click the Primary Driver drop-down menu and choose the name of the user you want to designate as the new primary contact.

6. Click the Update Vehicle button to apply the change.

The Primary Driver drop-down menu will solely contain the names of users who are already actively associated with the vehicle.

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Best Practices and Considerations

• Understand automatic assignments: Be aware that a nightly system process automatically attempts to assign a primary driver to any new vehicle. Additionally, if a violation appeal is submitted for a vehicle that currently lacks a designated primary driver, the system will automatically assign the role to the user who submitted the appeal. This ensures there is always a designated contact for ongoing communications.

• Correct legacy records easily: If you encounter an older vehicle record with multiple users designated as the primary driver, simply select the correct one and save the profile. When you save the change, the system will automatically clean up the data and remove the incorrect legacy designations from the other associated users.

Unlink a Vehicle from User Profile

The Unlink a Vehicle feature allows for the removal of the association between a specific vehicle and a user's profile. Its primary purpose is to maintain accurate system records when a user no longer owns a vehicle or to correct a vehicle that was mistakenly linked to the wrong account. This article is intended for OPS-COM administrators responsible for managing system settings and supporting user profile management.

Setup and Configuration

Administrators must configure specific system settings to grant users the permission to manage and remove their own vehicle associations.

Admin Side: Administrators must enable the overarching system setting to allow end-users to delete vehicles from their profiles.

1. Hover over System Configuration and click System Settings then Vehicles.

2. Enable the Allow users to delete vehicles checkbox.

3. Enable the setting to allow the removal of vehicles with warnings, if this matches your organizational business rules.

User Side: Once enabled by the administrator, users can self-manage their vehicle associations directly from the public-facing user portal.

In order for a user to successfully remove a vehicle from their profile, the vehicle must meet strict system criteria. The vehicle must not have any directly associated active standard or temporary permits, incidents, alerts, or valid violations. There is no minimum amount of dormant time required before removal. These system restrictions do not apply to administrators removing vehicles from a user profile on the backend.

Using this Feature

Administrators can use the following instructions to guide users through the process of unlinking a vehicle via the public user portal.

1. Log in to the user portal.

2. Click the Vehicles tab located in the main navigation menu.

3. Locate the specific vehicle plate you wish to remove from the list.

4. Click the Remove button (represented by a trash can icon) to completely unlink the vehicle from the profile.

If the user has been involved in incidents, or if the vehicle has outstanding fines and fees associated with it, the system will actively prevent them from removing the vehicle.

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Best Practices and Considerations

• Understand vehicle removal mechanics: 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 core record will simply be archived. If it is associated with multiple users, it will be removed from the current profile while remaining fully 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. This prevents orphaned debts and maintains accurate financial reporting for your organization.

Understanding & Controlling Active Vehicles

Active vehicles in OPS-COM are license plates registered and marked as eligible to be assigned to parking permits. Its primary purpose is to help administrators understand how vehicle status functions, how it interacts with permit renewals, and how to manage potential discrepancies between active vehicle counts and active permit counts. This article is intended for OPS-COM administrators responsible for managing permit allocations and user accounts.

Setup and Configuration

The primary control mechanism for preventing excessive vehicle registrations is governed by user type configurations.

Admin Side: Administrators must ensure that user type settings are correctly configured to limit the maximum number of vehicles a user can register. Detailed setup instructions can be found in the Limiting Active Vehicles article.

User Side: End-users can self-manage their active vehicle list through the public-facing user portal, provided their assigned user type grants them the necessary permissions and limits.

Using this Feature

Administrators can use the following concepts and instructions to monitor user accounts, ensuring vehicle counts remain consistent with permit requirements.

Understanding Active Vehicle Status

An active vehicle is defined as any license plate the system recognizes as ready to be assigned to a parking permit.

• Ready Status: This status indicates the vehicle is registered and eligible; it does not confirm that the vehicle is currently assigned to a valid, active permit.

• Sticky Status: Vehicle status is considered "sticky," meaning it persists from year to year. During permit rollovers, the system does not automatically deactivate vehicles even if a user's permit count decreases. This behavior can lead to a mismatch where a user has more active vehicles than active permits.

The maximum number of vehicles a user can have marked as active is strictly determined by their assigned User Types.

Managing Vehicle and Permit Mismatches

Administrators must regularly monitor accounts to catch discrepancies between vehicles and active permits.

1. Hover over the main menu and click Reports.

2. Click the Active Vehicle Report.

3. Review the generated report to identify all customers who have a higher number of active vehicles than active permits.

4. Contact the affected users to request they deactivate any excess vehicles, or manually deactivate the extra vehicles through the User - Vehicles Tab if organizational policy allows.

Feature	Active Vehicle Count	Active Permit Count
Definition	Number of license plates marked as Ready.	Number of valid permits purchased for the current period.
Rollover Status	Sticky (Carries over year to year).	Reset (Only current permits count).

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Best Practices and Considerations

• Conduct proactive auditing: Regularly run the Active Vehicle Report to identify and resolve discrepancies. This is especially critical following permit renewal or annual rollover periods when users may drop permits but forget to deactivate old vehicles.

• Establish strict permit rules: Organizations requiring one permit per active vehicle should establish a firm business rule for managing these discrepancies during the annual rollover process.

• Communicate with users: If a user has more active vehicles than permits, reach out to the user to have them clean up their account. Maintaining an accurate, pruned vehicle list ensures that your enforcement and permit allocation data remains precise.

User - Parking Tab

The User Profile Parking Tab allows administrators to manually purchase both standard and temporary parking permits on behalf of a specific user. Its primary purpose is to serve as a centralized hub for managing a user's parking permissions, overriding lot allocations when necessary, and facilitating direct administrative sales. This article is intended for OPS-COM administrators responsible for permit allocation and user profile management.

Setup and Configuration

Before permits can be assigned to users, your overarching lot parameters must be established in the system.

Admin Side: Before permits can be sold from a user's profile, all parking lots, permit types (e.g., yearly, monthly, temporary), and associated costs must be configured in the system. Instructions for configuring these foundational settings can be found on the Pricing & Lot Admin page.

User Side: Users can also purchase standard and temporary permits for themselves directly through the public-facing user portal, provided the lot is visible to their assigned user type and there is available inventory.

Using this Feature

Administrators can use the following instructions to navigate to a user's parking profile and manually process a permit purchase.

Navigating to the Parking Tab

1. Hover over User Management and click User Search.

2. Enter the search criteria (such as name, username, email, or account number) to find the desired user.

3. Click the user's Username from the search results 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. Locate the desired parking lot on the Manage Lots screen.

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

3. Review the details on the Confirm Parking Permit Registration screen, including the location, permit type, and cost. You may have the option to manually edit the permit number and permit cost on this screen.

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

If you attempt to purchase a standard permit for a lot that has no available inventory, the system will prevent the transaction. You can instead click the Waitlist link next to the lot to immediately add the user to the queue.

Purchasing a Temporary Permit

1. Click the Temporary Parking Permit button on the Manage Lots screen.

2. Click the Select a lot drop-down menu and choose the appropriate lot on the Temp. Parking Permit Registration screen.

3. Enter the start and end dates for the permit.

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

5. Select the vehicle the permit will be assigned to.

6. Confirm the generated Permit Number.

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

8. Click the Confirm this Permit button.

9. Review all the details one final time on the Confirm Parking Permit Registration screen.

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

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Best Practices and Considerations

• Utilize Do Not Ticket or Tow for special circumstances: The DNTT checkbox on temporary permits is a powerful tool to prevent accidental enforcement. It is typically used for special circumstances, such as for guest speakers, VIPs, or short-term contractors, where you want to ensure their vehicle is absolutely not ticketed for the duration of their temporary permit.

• Verify inventory rules: Organizations should develop a business rule for when to utilize the waitlist versus overriding a sold-out lot. While the system prevents standard purchases on full lots, administrators should clearly understand when it is appropriate to add a user to the waitlist queue to maintain fair allocation policies.

User - Payments Tab

The Payments tab allows administrators to process user payments for various outstanding items such as lockers, parking permits, and violations. Its primary purpose is to facilitate phone-in payments, in-person transactions, and to assist users who are unable to complete the payment process themselves. This article is intended for administrative staff with payment processing permissions.

Setup and Configuration

This feature requires no special configuration to be used directly on the user profile, provided your foundational financial settings are established.

Admin Side: Administrators must ensure that the organization's payment gateway and item pricing have already been configured globally. For more details on these initial setups, please refer to the Payment Gateway Configuration and Pricing & Lot Admin articles.

User Side: Users can also process their own payments directly through the public-facing portal for most standard items and violations, provided they have an active account.

Using this Feature

Administrators can use the following instructions to navigate to a user's account and manually process an outstanding payment.

1. Hover over User Management and click User Search.

2. Enter the search criteria to find the specific user and click their Username from the search results to open their profile page.

3. Click the Payments tab to view a list of outstanding items, such as violations or permits.

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

5. 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.

6. Click the Proceed to Payment button once all necessary items are selected.

7. Review the transaction summary on the Payments Due screen, click the Payment Type drop-down menu, and choose the correct payment method.

8. Click the Submit Payment Information button.

9. Verify that all payment details are correct on the final confirmation screen and click the Confirm Payment Information button.

10. Review the Transaction Details screen. You may click Adjust to modify the payment total (e.g., applying a discount) or click Cancel Transaction to abort the payment process.

11. Click the Process Manually button to complete the transaction.

For credit card transactions utilizing an integrated payment gateway, the final step may occur automatically without needing to click the manual processing button. Once the payment is accepted, a transaction confirmation number will be displayed.

While selecting items in step 4, you have the option to click the Remove button next to an item. The remove action is permanent and cannot be undone. Use this with extreme caution, as the item will be completely removed from the user's account, not just excluded from the current transaction.

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Best Practices and Considerations

• Double-check before confirming: Always verify the selected items and payment amount with the user before confirming the payment information. Reversing a finalized transaction is a much more involved administrative process.

• Understand manual versus automatic processing: Be aware of how your system is configured. If a payment gateway is active, credit card transactions are typically processed in real-time. Manual processing is specifically used for logging cash, cheque, or other offline payment methods.

• Use the cancel button to abort: If there is any uncertainty or an error is discovered before final processing, use the Cancel Transaction button. This safely exits the workflow, leaving the items on the user's account as outstanding without causing any financial impact.

User - History Tab

The History tab provides OPS-COM administrators with a comprehensive log of a user's financial transactions, permit activity, and system-recorded events. This feature serves as a central hub for auditing accounts, performing necessary adjustments, and providing effective user support.

Setup & Configuration

The History tab is a core component of the User Profile Overview and requires no additional setup or configuration to function.

Using this Feature

The History tab allows you to view and interact with a user's historical data. The Recent History view displays the 100 most recent records, including entries for Locker, Parking, Enforcement Adjustment, Address, and Mail Records.

Accessing the User History Tab

1. Hover over User Management and click User Search.

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

3. Click the user's username to open their Profile Page.

4. Hover over the History tab.

5. Click Recent History to view the activity log.

Available Actions & Buttons

The History tab includes several functional elements to assist in account management:

• Adjust: Click this link next to a processed transaction to modify it. After making your changes, click the Add Adjustment button to save.

• Item Number: Click the link in the Item Number column (e.g., permit number, violation ticket number, or appeals record number) to view or edit the specific item's details. Remember to click Update/Save Changes after modifying item details.

• send email: Click this button next to the Current Renter label to compose and send an email directly to the user associated with that record.

• Make Payment or Processed: Click this button next to a transaction to view its detailed payment processing information.

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Best Practices & Considerations

• Document all adjustments: When using the Adjust feature, always provide a clear and detailed reason for the modification. This is essential for maintaining a transparent and accurate audit trail.

• Review item details before acting: Before emailing a user or modifying an item, always click the Item Number to review the full details. This ensures you have the necessary context to take appropriate action.

Periodically reviewing the History tab is a recommended best practice for verifying that adjustments and permit changes are accurately reflected in the user's account.

Athletics Module

The Athletics Module is a stand-alone interface designed specifically for registering athletic facility members, managing their vehicles, and issuing parking permits. Its primary purpose is to streamline the administration of athletic users in a dedicated portal separate from standard campus or municipal parking operations. This article is intended for OPS-COM administrators responsible for athletic parking management.

Setup and Configuration

The Athletics Module operates independently of the standard administrative portal and cannot be accessed through the typical OPS-COM navigation menus. No specialized system setup is required, but administrators must know the specific URL to log in.

To access the module, navigate to your standard administrative URL, but replace /admin with /athletics: https://[client_ID][.parkadmin.com/athletics](https://.parkadmin.com/athletics)

Using this Feature

Administrators can use this module to perform the entire lifecycle of an athletics parking profile, from initial registration to permit printing.

Registering an Athletics Member and Vehicle

1. Click Athletics User Registration on the main module page to open the quick registration form.

2. Enter the new user's information into the provided fields.

3. Click the Submit Registration Information for Processing button.

4. Review the confirmation screen and click the Information Correct button to proceed.

5. Click the Associate a vehicle with this user link when prompted.

6. Fill in the required vehicle details on the form.

7. Click the Add New Vehicle button to save the vehicle to the user's profile.

Purchasing a Permit

1. Review the updated user information screen, which will now display the assigned vehicle.

2. Select the desired permit (e.g., Company Staff Lot) from the available options.

3. Click the Purchase this Permit button to complete the transaction and generate a confirmation message on the screen.

Athletics User Search

1. Click Athletics User Search from the main module page to locate existing members.

2. Enter your desired search criteria into the provided fields.

3. Click the Search button to generate a list of matching users.

Available Actions & Buttons (User Search):

• H Icon: Click the gold H icon to view the specific user's historical profile data.

• Envelope Icon: Click this icon to open an email draft addressed directly to the user.

• Username: Click the user's hyperlinked name to open their complete, detailed profile information.

The search function within this module is restricted by design. Only individuals who have been explicitly assigned the "Athletics" user type within the system will appear in these search results.

List Current Athletics Users

1. Click List Current Athletic Users to view an active directory of all members assigned the Athletics user type.

2. Click a specific username to view a detailed breakdown of their profile and associated vehicles.

3. Click a specific permit number to trigger a pop-up window displaying detailed permit information.

4. Click a specific vehicle plate number to view additional registered details about that vehicle.

Permit Printing

1. Click Print Permits from the main module page or directly from a user's detailed profile screen.

2. Select the appropriate Permit Lot from the drop-down menu.

3. Select the specific Permit Text (permit number) from the drop-down menu.

4. Click the Print Selected Hang Tag button to generate a printable version of the permit.

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Best Practices and Considerations

• Log out securely: Administrators must always click the Log Out button when finished working in the Athletics Module. Because this interface operates on a distinct URL outside the main admin portal, explicitly closing your session ensures unauthorized users cannot access member data.

• Verify data before issuing: Always ensure the correct vehicle is actively associated with the user's profile before clicking the purchase button. Issuing an athletics permit to an incomplete profile can result in incorrect compliance enforcement or unwarranted citations in the physical lots.

Review Emails Sent to Users

The Sent Mail History feature provides a comprehensive log of all automated and mass communications dispatched to a specific user. Its primary purpose is to allow administrators to verify that critical messages, such as violation notices, invoices, and payment receipts, have been successfully delivered by the system. This article is intended for OPS-COM administrators responsible for user communications and troubleshooting.

Setup and Configuration

This feature is a core logging function and does not require any specific configuration to activate.

Admin Side: This feature is enabled by default. The system automatically logs communications generated by system tasks and user actions without any necessary administrative setup.

User Side: Users receive these emails in their personal inboxes but do not have a dedicated interface within the public portal to view their historical sent mail log.

Using this Feature

Administrators can use the following instructions to access a user's profile and view their specific communication history.

Accessing a Users Email History

1. Access the target user's profile using the administrative search tools.

2. Click the History tab.

3. Click History and choose Sent Mail.

Key Information Displayed

The Sent Mail page displays a list of all system-generated communications sent to the user, including the following key details and available actions:

• Subject: Displays the exact subject line of the email. Click the specific link in the Subject column to open a pop-up window displaying the exact body content of the email that was sent to the user.

• Date: Displays the exact date and time the email was successfully dispatched.

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

• New and Overdue Violation Notices: Emails dispatched via the Send New Violation Notices and Overdue Violation Notices automated system tasks. The viewable link displays the notice letter exactly as it was generated.

• Receipts: Automated email receipts dispatched when a user completes a payment. The history log displays the actual email content, which may have a slightly different layout than the standard receipt view within the administrative portal.

• Invoices: Emails containing system-generated invoices that were generated and dispatched to the user.

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Best Practices and Considerations

• Verify before troubleshooting: Always check the Sent Mail history first when a user reports not receiving an email. Confirming that the system successfully dispatched the message is the critical first step before investigating potential spam filters, blocked addresses, or typos in the user's profile.

• Prevent duplicate communications: Use this tool to verify past communications before manually resending notices or contacting users. Checking the history helps prevent sending duplicate messages and causing potential user confusion.

This history log strictly tracks emails sent directly through OPS-COM's automated systems. It does not log manual correspondence sent from personal or external email clients (e.g., Outlook, Gmail).

User - Incident History

The User Incident History page provides a comprehensive list of all disturbance incidents associated with a specific user profile. Its primary purpose is to allow administrators to quickly review a person's history on the premises to understand behavioral patterns and retrieve details about past events. This article is intended for OPS-COM administrators responsible for security, dispatch, and incident management.

Setup and Configuration

This feature displays data logged through the Dispatch Logs and Incident Reporting modules. No special configuration is required to access the page itself, but incidents must be correctly created and explicitly associated with the user during the initial logging process for them to populate here.

Admin Side: Administrators must have the appropriate system role permissions enabled to view user profiles and access incident reports.

User Side: End-users do not have access to view internal incident history logs, notes, or dispatcher reports via the public-facing user portal.

Incidents can automatically be distributed to various departments, internal or external parties, or even local police. Detailed instructions for configuring this functionality can be found on the Incident Distribution page.

Using this Feature

Administrators can use the following instructions to navigate to a user's incident history and interact with the available records.

Accessing the History

1. Access the target user's profile using the administrative search tools.

2. Click the Incident History tab to view the list of associated incidents.

Key Information Displayed

The page lists all disturbance incidents the selected user has been involved in. Each entry in the list displays the following key information:

• Incident ID Number

• Date and Time of the incident

• Description (A brief summary or classification of the incident type)

Available Actions and Buttons

Administrators can perform the following actions directly from the history list:

• Details: Click the Details button next to any incident to navigate to the full report for that specific event, providing all logged information and officer narratives.

• Add Note: Click the Add Note button to add a general, internal note to the user's main profile. This is useful for summarizing patterns or adding follow-up information related to their overall history.

• Edit/View Images: Click the Edit/View Images button to securely manage the profile pictures or identification photos associated with this user.

The accuracy of this page depends entirely on correct data entry during the reporting phase. Ensure that all new incidents are accurately logged and associated with the correct users to maintain a complete and reliable history. Whenever possible, attempt to get suspects to identify themselves with a government-issued ID to ensure the correct profile is tagged.

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Best Practices and Considerations

• Review the history before interacting: Review the User Incident History before interacting with a user regarding a new complaint or disturbance. Checking this page first provides the full context of past events, flags potential safety concerns, and informs your approach to the situation.

• Summarize recurring issues strategically: Use the Add Note feature on this page to summarize recurring issues or document actions taken based on a user's pattern of behavior. For example, you might add a note stating, "Spoke with user on 2025-07-18 about repeated noise complaints." Keep in mind that notes specific to a single event should be added directly within that incident's details page instead.

• Identify repeat offenders: Leverage the information on this page to identify repeat issues and make informed administrative decisions. This historical data is critical for supporting escalated actions, such as formally restricting property access or revoking parking privileges.

User Company Editor

The User Companies feature allows administrators to group individual users under a single corporate account. Its primary purpose is to streamline permit management, billing, and reporting for your business-to-business clients. This article is intended for OPS-COM administrators responsible for managing corporate accounts and user billing.

Setup and Configuration

Before you can link users to a business, you must establish the foundational company profile.

Admin Side: Administrators must create the company profile and establish key details (such as the invoice email and account number) before attempting to link individual users.

User Side: End-users cannot create companies themselves; however, users designated as a Company Manager can self-manage their employees' profiles via the public portal once the administrator grants them access.

Creating a New Company

1. Hover over User Management and click User Companies.

2. Click the Create New Company button to open the Company Create window.

3. Fill in the company's information in the provided fields, including the Account Number, Company Name, Address, Contact Name, and Invoice Emails.

4. Click the Add New Company button.

It is highly recommended to establish the complete company profile first before you begin associating users with it. This ensures all foundational details are correctly in place from the start.

Using this Feature

Administrators can use the following instructions to search for existing companies, assign users to a corporate account, configure manager roles, and archive defunct companies.

Searching for a Company and Viewing Users

1. Hover over User Management and click User Companies to access the Company Search page.

2. Search for a specific company by entering its name or account number into the search field.

3. Click the hyperlinked number in the Users column to redirect to the User Search page. This action displays a filtered list of all users assigned to that specific company and clearly indicates which users currently hold the manager or billing roles.

Adding Users to a Company and Assigning Roles

1. Locate the specific user profile you wish to modify using the administrative search tools.

2. Enter the company's name into the Company field on their profile and select it from the drop-down list.

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

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

5. Click the Submit button to save the changes to the user's profile.

Archiving a Company

1. Locate the company you wish to archive on the Company Search page.

2. Click the Edit button.

3. Click the Archive button located in the top-right corner of the Company Edit screen.

A company cannot be archived if it currently has any users associated with it. You must first navigate to each associated user's profile and remove them from the company before the system will allow you to archive the record.

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Best Practices and Considerations

• Understand billing account limits: There can only be one Company Billing Account contact per company. If you attempt to assign this role to a second user, the system will actively prevent the change and display a message indicating who the current billing contact is. You must remove the role from the first user before assigning it to a new one.

• Leverage the manager role: The Company Manager role is a powerful tool for business-to-business clients. It empowers a primary corporate contact to self-manage their employees' profiles, greatly reducing the administrative burden on your own team. Be sure to clearly communicate this capability and its benefits to your corporate contacts.

Bulk User Type Change

The Bulk User Type Change tool allows administrators to move all users from one designated user type to another in a single operation. Its primary purpose is to efficiently manage large-scale user role updates, such as transitioning students to an alumni status at the end of an academic year. This article is intended for OPS-COM administrators responsible for managing system user roles and permissions.

Setup and Configuration

This feature is a standard administrative tool and does not require extensive initial configuration to function.

Admin Side: Administrators must ensure that both the original user type (the classification you are moving users out of) and the destination user type (the classification you are moving users into) are already created in the system. Instructions for creating and managing these roles can be found on the User Types wiki page.

Using this Feature

Administrators can use the following instructions to select an existing user type and securely migrate all of its members to a new classification.

1. Hover over User Management and click Bulk Type Change.

2. Review the list of existing user types on the screen. A number badge next to each name clearly indicates the current count of users assigned to that type.

3. Locate the specific user type you wish to move users out of.

4. Click the drop-down menu next to that user type and select the new user type you want to move the users into.

5. Click the Save Changes button.

6. Click the Confirm Changes button on the final confirmation prompt to execute the migration.

7. Wait for the system to process the update and automatically refresh the page. Verify the change by reviewing the updated user counts for the affected user types.

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.

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Best Practices and Considerations

• Verify permissions beforehand: Changing a user's type directly impacts their system permissions and access. This includes their eligibility for specific permits, lots, and waitlists. Before performing a bulk change, comprehensively review the destination user type to ensure it has all the correct permissions and business rules configured.

• Utilize for seasonal transitions: Use this tool for major seasonal or annual organizational transitions. It is highly effective for updating student statuses at the end of a semester, or systematically moving all members of a deprecated access group to a newly created, active one.

• Allow time for high-volume processing: Do not navigate away from the page after confirming the changes. For user types containing a very large number of users (e.g., thousands of accounts), the background process may take a few moments to complete. Wait patiently for the process to finish and the page to reload completely to ensure data integrity.

Merge User

The Merge Users tool allows administrators to combine two separate user profiles into a single, primary account. Its primary purpose is to maintain a clean database by resolving duplicate profiles resulting from user error, name changes, or other data discrepancies. This article is intended for OPS-COM administrators responsible for managing user accounts and system data integrity.

Setup and Configuration

Before a user profile can be selected in the merge tool, it must meet specific criteria. If you cannot find a user when searching in the merge tool, first navigate to that user's profile to verify these settings.

Admin Side: Administrators must ensure the target user profiles meet the following conditions:

1. Ensure the user account is actively enabled.

2. Ensure the user has a specific User Type assigned to their profile.

User Side: End-users do not have the ability to merge accounts. This is strictly an administrative function.

Using this Feature

The merge process involves selecting a source profile (FROM User) to merge into a destination profile (TO User).

The Merge Process

1. Hover over User Management and click Merge Users.

2. Review the two search sections displayed on the page. 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. Enter search criteria (such as name, email address, student number, or employee number) in both sections to locate the two user profiles.

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

5. Click the Merge button to proceed.

6. Review the confirmation screen showing which user will be merged into the other.

7. Click the Merge button again to finalize the action.

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.

Transferred Data and Profile Status

When the merge is successfully completed, the following actions occur:

• The FROM User (left column) profile is permanently archived and is no longer accessible.

• The TO User (right column) profile remains active and inherits the following data: Vehicles, Violations, Permits, Lockers, and Items Awaiting Payment.

• A record of the merge is logged in the Completed History section on the profile of the TO User.

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.

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Best Practices and Considerations

• Designate the profile with the most accurate core information as the TO User. While transactional data is automatically transferred during the process, the primary profile details (such as name and contact information) of the TO User are what the final, merged profile will permanently retain.

• Use this tool to proactively resolve common data integrity issues. This tool is highly effective for consolidating records when a user accidentally creates a second profile, changes their legal name and creates a new account, or when an admin-created profile needs to be officially consolidated with a user-created one.

Bulk Email Users

The Bulk Email Users tool allows administrators to compose and send mass email communications to targeted groups. Its primary purpose is to efficiently broadcast important operational announcements based on specific criteria such as user type, permit status, or assigned parking lot. This article is intended for OPS-COM administrators responsible for managing user communications.

Setup and Configuration

This tool is a core administrative feature and does not require specialized setup to activate.

Admin Side: This tool is available by default. However, the effectiveness of the recipient filtering depends entirely on having accurate and up-to-date user data in the system, including correct user types, lot assignments, and profile statuses.

User Side: End-users do not interact with the configuration of this tool; they simply receive the dispatched mass emails in their personal inboxes.

Using this Feature

Administrators can use the following instructions to define a targeted recipient list, compose a message, and dispatch a mass email.

Defining the Recipient List

1. Hover over User Management and click Email Users.

2. Select either a User Type Group, User Type, or Locker User Type on the Email Users page to begin defining your audience.

3. Refine your recipient list by selecting options from the Filter by, Select by Lot, or Select by Locker Area menus.

4. Click the Prepare Email button to generate the final recipient list based on your chosen criteria and reveal the email composition tools.

To select multiple options within a single filter box (e.g., to email users in three different lots simultaneously), hold the Ctrl key (or Cmd on a 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 composition section will appear on the page.

1. Click the View Recipient List button to review the exact list of users who will receive the email, or click the Export Recipient List button to download a CSV file for external review.

2. Enter your message details into the Subject and Message fields.

3. Click the Choose File button and select the desired attachment if you wish to include a document or image.

4. Click the Send Email button when your message is finalized.

5. Click Yes on the prompt to confirm the action and queue the email for delivery.

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

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Best Practices and Considerations

• Always verify the recipient list: Always use the View Recipient List button to check your final list of recipients before sending. This is a critical step to ensure your communication reaches the correct audience and prevents you from accidentally spamming unrelated users.

• Anticipate delivery queues: Be aware that emails are queued for delivery and may not be sent instantaneously, especially for very large recipient lists. The system automatically sends them in batches to ensure reliable delivery and avoid server timeouts.

• Reserve for operational announcements: Use this tool strictly for important operational announcements, such as lot closures, policy changes, or permit renewal deadlines. Avoid overusing the mass email function for non-essential matters to prevent email fatigue among your user base.

• Verify historical delivery: You can view emails sent successfully to a specific user by navigating to their profile and checking their sent mail history. Detailed instructions for this verification process can be found in the Review Emails Sent to Users article.

Generate Mail Merge

The Generate Mail Merge tool allows administrators to export user mailing addresses from the system into a downloadable file format. Its primary purpose is to seamlessly provide data for Microsoft Word's Mail Merge feature, enabling the mass production of physical letters and communications. This article is intended for OPS-COM administrators responsible for managing user communications and mass mailings.

Setup and Configuration

This tool is a standard administrative feature and does not require any specific system configuration to function.

Admin Side: Administrators do not need to configure any system settings. However, they must have access to Microsoft Word (or a compatible word processor) on their local workstation to utilize the exported data.

Using this Feature

Administrators can use the following instructions to generate and download the necessary CSV file for their physical mail merge.

Generating the CSV File for Export

1. Hover over User Management and click Generate Mail Merge.

2. Wait for the system to generate the mailing list based on your total user records.

3. Click the CSV button to export and download the file to your local computer.

In databases with an exceptionally large volume of user records, this export tool may not function as expected or could time out. If you encounter issues exporting the full list, please contact OPS-COM Support for assistance.

Composing and Initiating the Mail Merge

1. Open Microsoft Word on your local computer after successfully downloading the CSV file.

2. Import the downloaded CSV file into your document using the software's native mail merge tools.

Depending on your specific version of Microsoft Word, the exact steps for importing a data source may differ. Please refer to the official Microsoft Mail Merge documentation for detailed, software-specific instructions on completing the merge.

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Best Practices and Considerations

• Understand export limitations: Be aware that this tool currently exports all user records from your database. Granular filtering options (such as exporting only specific user types or active accounts) are not currently available within the tool itself. You must filter the data manually in Excel or Word after the export is complete.

• Audit data before sending: Always review the exported CSV file for accuracy and missing data before proceeding with the physical print run. This simple check prevents wasted materials and ensures your communications reach valid mailing addresses.