Everyone who signs in to dashboard.salesmatrix.com has their own login. This guide shows an administrator how to add one, what the system sets up on its own, and which settings to check before handing the account over.

1. Open the Users page

The page lists every login on your account, with its email address, lockout date, customer filter, language, access level, and whether it is currently active. If Settings is not in your menu, your own login is not an administrator and the rest of this guide is not open to you.

2. Add the address

Select Add New User at the top right. The dialog asks for one thing only.

Type the person's work email address into Email.
Select Create New User.

The address has to be a valid email, and it cannot already be in use on your account. A duplicate is refused and no login is created. When it works, the message User added successfully appears and the new row joins the list.

3. What happens automatically

That one address is enough, because the system fills in the rest.

A welcome email goes out: Sent to the address you typed, carrying the sign-in name, a password generated for them, and links to the web app and to the iPhone, Android and Windows apps. You never see or choose that password.
The login is active straight away: There is nothing to approve. They can sign in as soon as the email arrives.
The access level starts at Rep: The lowest of the three levels. Raise it in step 4 if this person needs more.
They can see every customer: The customer filter starts at -- ALL --, and it is not locked.
The language is copied from your account: Change it per person in step 4 if they work in a different one.
The lockout date is set 14 days out: This is the date the login stops working.

4. Set the account up

Select the person's email address in the list to open Update User.

Setting	What it does
Login Email Address	The address this person signs in with. Changing it changes their sign-in name.
User Name	The address that reports emailed by this person are sent from. It starts as a copy of the login address.
Lockout Date	The day the login stops working. Set it to the end of your licence period.
Customer Filters	Restricts this person to one group of customers. Leave it at -- ALL -- for the full customer base.
Language	The language this person sees the site in.
Is Active?	Clear the tick to suspend access without deleting the login or any of its settings.
Show Margin?	Whether this person sees margin and profit figures.
Lock Customer Filter?	Stops this person changing their own customer filter.
Access level	Rep, Manager or Administrator. See below.
Email Signature	The sign-off added to emails this person sends from the site.
Sales Person	Links the login to a salesperson from your accounting system, so their dashboard shows their own customers and their own sales rather than the whole company's.
Multiple territories	For someone who covers more than one territory. Tick each territory they cover, then select Apply.

Choosing the access level

Rep — the dashboard and the ready-made reports. This is where every new login starts, and it suits field sales.
Manager — everything a Rep sees, plus the full reporting and analysis tools. The right level for a sales manager or a director.
Administrator — everything, including the setup pages, the accounting-system connection, and this Users page.

5. Give them a password

Most of the time you can skip this, because the welcome email already carries a password. Use it when that email has not arrived, or when you would rather hand the password over yourself.

Select the key icon at the left of the person's row.
Type the same password into New Password and Confirm Password.
Select Change Password.

The password must be at least six characters long and contain at least one capital letter and one number. The person can change it themselves once they are in.

What you can't change

Two changes are refused on purpose, so that an account cannot lock itself out of its own administration.

You cannot lower your own access level.
You cannot take the last administrator off an account.

In both cases the site tells you why, and puts the setting back where it was.

If something isn't right

The welcome email never arrived: Ask them to look in their junk or spam folder first — it carries a password, so filters often catch it. If it is genuinely lost, set a password yourself with step 5 and pass it on.
They can sign in, but the menu is nearly empty: They are at the Rep level, which is where every new login starts. Raise the access level in step 4.
They cannot find the Settings menu: That menu only appears for administrators. This is by design, not a fault.
Access stopped after about two weeks: The lockout date is still the 14-day default the login was created with. Open the person's settings and set a new date.
Their dashboard shows the whole company's sales: The login is not yet linked to a salesperson. Set Sales Person in step 4.
The address is refused as already in use: A login with that address already exists on your account. Look for it in the list — it may simply be inactive, in which case tick Is Active? rather than creating a second one.

Article ID: 46, Created: September 19 at 12:34 PM, Modified: September 19 at 12:34 PM

Adding a user in dashboard.salesmatrix.com