Platform - User Roles

In Successware Platform, there are two separate screens which ask you to input information about the staff at your organization.  Both Employee Management and User Management can be found in the Setup module. 

User Management vs Employee Management

Employee Management is focused on the employee's job, and the qualifications of each employee.  It accounts for important information about each employee such as their availability, address, wage information, and training.

User Management is less focused on the employee's job, and more on how the employee will use the Successware program.  There are a large number of permissions available in Successware, and rather than adding in each permission for each employee, you can set User Roles that can then be applied to each Successware user. 

This article will review the permissions available in the User Roles section.  

Accessing User Roles

To access the list of permissions available in Successware:

1. From the Setup module, navigate to User Management.

2. Click on the User Roles subtab.

3a. You can create a new User Role by clicking the "+ Add User Roles".

3b. You can also edit an existing User Role by clicking the Edit link.

User Role Categories

Each Role can have as many or as few permissions as needed.  Whether you're creating a new Role or updating a saved Role, the permissions are broken down into several categories.  The categories are listed below:

Customer Service Permissions

Job/Call/Assignment	Take calls and create jobs.
Agreements	View a list of all created agreements, create agreements or modify agreements.
Other Commissions for Job	Allows the user to specify employee commissions for a job.
Other Call Center (Dispatch) Filters	Allows the user to access all Dispatch filters to more easily review the Dispatch board.
Add/Edit Archived History	Allows the user to track service provided for customers which was performed before you began using Successware. The information is stored for reference purposes and is not available to current company financials.
Equipment	The user can add, edit, and remove equipment from a service location.
Permits	The user can add in permit information for jobs.
Acknowledge Notifications	Allows the user to acknowledge notifications from techs in the field.
Create/Modify/Delete - Third Party Contract	Used to set up third party contract plans for home warranties.
Create/Modify/Delete - Marketing	This checkbox controls whether a user can create marketing reports. Also used in creating marketing lists for Agreements, and data sources to create a mail merge. Recommended for all staff that engage in marketing.

Time Slot Capacity Permissions

Time Slot Capacity Management

This includes Creating Daily Time Slots and Managing Daily Time Slots. This is an Add-on feature of Successware that helps you better manage the scheduling of appointments.

Accounting Permissions

Account Register 

Access: (Cash-box accounts, Payroll account, Other bank accounts, Credit card accounts)	Allows access to the different register accounts as indicated by the separate checkboxes.
Cash Receipts	The ability to post miscellaneous cash receipts.
Make payments/Write Checks	Allows the user to write miscellaneous checks and process debit and cash payments.
Record Deposits	The ability to post deposits to bank accounts.
Transfer Funds	Allows the user to transfer funds from one register account to another.
Make Adjustments	The ability to post adjustments to an account (i.e. Bank Fees).
Void trans/Change Check #	Allows the user to void account register transactions and/or to change check numbers.
Reconcile: (Cash-box accounts, Payroll account, Other bank accounts, Credit card accounts)	Allow the user to reconcile the different register accounts as indicated by the separate checkboxes.
Check Export to Text File	Allows user to export a text list of checks written for forwarding to a financial institution.
Cash Sales	Allows the user to accept cash for counter sales or completed jobs.
Financial: (GL Journal Entries, Account Inquiry, Budgets, Snapshot, Snapshot Financials)	The user can access Financial information for the company.
Automated Clearing House (ACH): (ACH Export to Text File, ACH Export, Set file path, Unmask Vendor Bank Account)	Allows the user to access customer Automated Clearing House (ACH) information.
Credit Card: (CC Export to Text File, CC Export, Set File Path)	Allows the user to export credit card information to a report.

Setup Permissions

Initial Setup

Manage Addons	Allows the user to configure any premium add-on's for Successware.
General Setup	The user can setup your company's instance of Successware.
BookIt Setup	BookIt is a premium feature of Successware which allows you to create a booking widget that can be added to your company's main webpage.
Company Setup	This includes setting up information in Successware about your company.
User/Group Setup	Allows the user to create user roles, and new users.
Employee Setup	Allows the user to record new employees in the system. Employee Management is focused on the employee's job, and the qualifications of each employee.
Register Account Setup	The user can setup new register accounts as needed.
Payroll Setup	Allows the user to setup payroll, or how employees will be paid.
Utilities Setup	We do not currently have utilities in Successware Platform.
FlatRate Setup	The user can add a list of required parts and miscellaneous items as well as required labor, which will result in the calculation of a task price which should fall in-line with your margin expectations.
QuickStart Setup	Successware Platform includes a QuickStart utility which can pull in information about the General Ledger, Receivables, and Payables.
Paging Setup	Successware can be setup to use text message or email paging, both to technicians and customers.
Edit Scripts	Allows the user to write scripts that will be shown to call takers during a call.
Administrative tasks	This includes the Quick Start function.
Maintenance tasks	This is no longer used in Successware Platform.
Mobile Administrative Task	Allows the user to act as an Administrator for the Mobile app functions.
Communications Setup	Allows access to the Communication Manager, which allows you to setup phone systems to interact with Successware. Controls which emails are sent out automatically.  These include confirmation emails, and thank you emails. Email templates can be created in Successware Platform as well. Fields such as customer name and job number from Successware can be added into these templates.

Reference Library

Library Access to Books	Will allow the user to lookup and print the library books.
Add/Edit Entries	Will allow the user to add or make changes to the library books.
Delete/Deactivate Entries	Will allow the user to deactivate entries in library books.
Modify Accounting Books	Allows the user to add, edit, and deactivate items in the books listed in the Accounting volume of the Reference Library.

 

General Ledger

Modify Accounts	The user can add, edit, delete and deactivate general ledger accounts.
Modify Sub-Accounts	The user can add, edit, delete, and deactivate sub-accounts.
Modify Default Accounts	The user can change the accounts that are used by default by the system.
Modify Departments	The user can add, edit, delete, and deactivate departments.
Modify Fiscal Periods	The user can add fiscal periods to the system and can change period status to open, locked, closed, or inactive.
Modify Expense Groups	The user can define Expense Groups to subtotal overhead expense items on the Income Statement.
Updated Period Status	The user can change a fiscal period status to Open, Locked, or Closed.
Reopen Closed Periods	The user can reopen a previously closed fiscal period.

Receivables Permissions

Receivables Manager

Post Payments	The user can post cash receipts.
Alternate Post Date (Payments)	Allows user to post received payments with a date other than the current day.
Post Adjustments/Allocate	Will allow the user to add debit and credit memos and to reallocated transactions in Billing Account History.
Post Refunds	Allows the user to issue a refund to customers.
Reverse	Will allow the user to reverse posted transactions in Billing Account History.
Post Finance Charges	The user can calculate and post finance charges based on finance charge setup.
Reverse Finance Charges	The user can reverse previously posted finance charges.
Age Accounts	Will allow the user to age accounts in the Receivables Manager.
Authorize Alternate Billing Account	Will allow the user to authorize the use of an alternate billing account in the Call Taking form.

Payment Processing

Unmask Payment References	Allows the user to see the payment information.
Remove Payment Lookup History	This function is no longer used in Successware Platform.
Process Payments	Allows the user to process payments.
Clear/Reset Payment	Allows the user to remove stored payment information and replace it with new payment information.
Refunds/Credits	Allows the user to refund a credit card or issue a credit to the customer.

Payables Permissions

Payables Manager

View	The user can find and list Accounts Payable transactions in the Payables Manager and Vendor Account History.
Payments	Will allow the user to pay vendors using the Payment, Pay Bills, and Apply Pmts features.
Adjustments/Reallocate	Allows the user to link one transaction to another. This allows you to identify, for example, to what invoice a payment was applied or which open item an adjustment was applied against.
Refunds	Allows the user to issue a refund to customers.
Reverse	Allows user to reverse financial transactions. There may be situations where a payment or an adjustment has been allocated to the wrong open item, or perhaps the amount was incorrectly entered, and the entry must be reversed and reentered.
Age Accounts	Will allow the user to age vendor accounts through the Payables Manager.
Modify Vendor Detail	The user can add and change vendors.
Create/Modify/Delete	Will allow the user to create, makes changes to, and delete invoices.
Post A/P Invoices	Will allow the user to post invoices.
Post A/P Invoices Alternate post date	Allows the user to post AP invoices to the first date in the next open period when the invoice date is in a closed fiscal period.
Void A/P Invoices	Will allow the user to void invoices.
Adjust A/P Invoices	Will allow the user to reverse previously posted invoices.

Inventory Permissions

Inventory Manager

Inventory Catalog	Will allow the user to find and list information in the Inventory Manager.
Material List	The user can view the list of materials.
Create/Modify/Delete Warehouses	The user can add, change and delete warehouses.
Create/Modify/Delete Warehouse Stock Items	The user can add or delete items from a warehouse’s stock list and can change the bin ID’s and minimum and maximum quantities.
Create/Modify/Delete Warehouse Tags	The ability to create, modify and delete warehouse tags in the Warehouse Tag Manager.
IC Transaction Create/Modify/Delete	Gives the user the ability to add, change and delete inventory control transactions including: Warehouse Stock Adjustments Warehouse Transfers Job Material Requisitions Job Material Returns
Post IC Transactions	Will allow the user to post the inventory control transactions as listed above.
Adjust IC Transactions	Will allow the user to reverse previously posted inventory control transactions as listed above.

Pricebook Permissions

View	Will allow the user to look up and list Pricebook items.
Create/Modify/Delete Categories & Groups	The user can add, change and delete categories and groups.
Create/Modify/Delete Items	The user can add items to existing Pricebook groups and change and delete existing Pricebook items.
Pricing Setup	Will allow the user the change the default and custom pricing formulas.
Cost Adjustment	Will allow the user to update cost for Pricebook items.
Price Updating	Will allow the user to update prices based on changes to pricing formulas, or manually.

Payroll Permissions

Payroll Manager

Allow Access to Payroll Data	The user can access the Payroll Manager screen.
View/Modify PayItem/Premium on Timecard	The user can add and edit the PayItem and/or Premium code that is attached to a timecard entry.
Access Piece Rate Assistant	Allows access to the Piece Rate Assistant from the Job Summary form or the Job Manager.
Wage Manager	Will allow the user to access the Miscellaneous Wage Manager.  You can select to allow the user to: View Hourly Rates View Premiums View Commissions/Piecerate Rates/Amounts
Override Payroll Employee/Period Locks	Allows the user to make timecard entries (either through Call Progress or directly from the Timecard) or Misc Wage entries into a period that is locked for review.
Process Payroll	Allows the user to open the Payroll Manager, make entries into a period locked for review and release or unreleased Misc wages.  The user can also Set or Un-set entries as IsRegOT and Pay Rates are visible in the timecard.
Post Payroll Periods	Allows the user to post a payroll period.
Adjust Payroll Periods	Allows the user to un-post a payroll period.
Reconcile Payroll Periods	The user can access and edit the payroll period’s reconciliation.
Post Period Reconciliations	The user can post the payroll period’s reconciliation.
Adjust Period Reconciliations	Allows the user to un-post a payroll period’s reconciliation.
View Social Security Numbers	The user can un-mask encrypted Social Security numbers.
View/Modify Other Employees Timecards	The user can change the timecards for other employees.

Reports Permissions

Report Gallery

The ability to run different reports as indicated by the separate checkboxes.  Many Successware reports can be found in the Report Gallery under the Reporting module.

Projects Permissions

Project Management

These checkboxes allow the user to perform different actions in Project Management, which is a tool generally used to manage large commercial construction jobs that span many days or weeks and consist of multiple phases.

Invoicing Permissions

Invoice Manager

Create/Modify/Delete	Will allow the user to update or delete accounts receivable invoices and to create additional invoices for a job.
Verify	The ability to verify and unverify invoice cost detail.
Void	Will allow the user to void an invoice
Post	The ability to post A/R invoices to the General Ledger
Adjust	Gives the user the ability to reverse posted entries for an invoice.
Alternate Post Date	Allows the user to post an AR invoice with a date that is different than the invoice date.
Price Override	Will allow the user to override the invoice line item price.
Create/Post Counter Sales	The ability to add and post non-job related invoice.
Apply Payments	Allow the user the ability to post payments to a customer’s billing account.
Enter Cost: (Parts, Labor, Miscellaneous)	The ability to enter Parts, Labor, and/or Miscellaneous cost detail as indicated by the separate checkboxes.
(Labor)Rates	The ability to enter labor rates when entering labor cost detail.
(Labor)Piecerate	The ability to enter piecerate pay rates when entering labor cost detail.
Credit Memo Create/Modify	Allows the user to create and modify credit memo invoices.
Credit Memo Post	Allows the user to post credit memo invoices.
Credit MemoApply Refund	Allows the user to apply customer refunds.

Logon Permissions

Allow Logon via 3rd party agents	Allows the user to login to Successware from a desktop computer.  If the user logs into Successware from a third party SWAPI source, you will not mark this option but will select the agent from the list.
Allow logon to SuccessWare21	Allows the user to login to Successware.

Purchasing Receiving Permissions

Purchasing Manager:

View Purchase Orders	Will allow the user to find and list purchase orders in the Purchasing Manager.
Create/Modify/Delete Purchase Orders	The user can add, change and delete Purchase Orders.
Cancel Purchase Orders	The user can cancel a Purchase Order.
Receive	Will allow the user to create and modify Purchase Order Receipts.
Post Receipts	Will allow the user to post Purchase Order Receipts.
Adjust Receipts	Will allow the user to un-post a Purchase Order Receipt.
Close Purchase Orders	Will allow the user to change the status of a Purchase Order to “closed”.
Edit vendor item numbers	Allows access to the Vendors for Item form for editing. The user can also “edit vendor part no.” on the PO form and Vendor Invoice.
Allow PO Without Vendor	Allows initial creation of purchase orders without selecting a vendor. (Vendor must be selected before marking PO as ordered)

Other/Misc Permissions

Communications Review	View messages from other users.
View Event Log	Whenever a credit card number is unmasked, an entry is made in the Event Log that records the User ID, date and time that the credit card number(s) was unmasked.
Vehicle Management	This function is no longer used in Successware Platform.
Invoice Tracking	This function is no longer used in Successware Platform.

Mobile App Permissions

Access to Mobile App

Allows the user to access the Successware Mobile app.

UAA (Unrestricted API Access) Permissions

Get Users	This API allows the user to pull in a list of users in Successware.
Get Roles	This API allows the user to get the list of roles in Successware.
Update User Roles	This API allows the user to update the user roles in Successware.

Mobile Lite Permissions

Mobile Lite

Allows the user to access Successware Track, which is a premium feature that allows your employees to use a simplified version of Successware Mobile.

Looking for a more interactive course on Employee and User Management in Platform? Check out our Learning Management System (LMS)! Our courses are available to all Successware users. If you don't have a sign-in for our LMS, contact us at [e-mail] for a free account.

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