Users in iPoint can be granted access to various aspects of the software. Access is controlled by Permission Sets, groupings of permissions designated by role or title.
iPoint comes pre-loaded with three sample Permission Sets, which are visible on the right side of the screen. Selecting a specific Permission Set from the list will display the permissions in the center portion of the screen.
There are four options when working with Permission Sets
- New Permission Set button – this creates a blank permission set where you can set options from scratch.
- Duplicate Permission Set button – duplicates the loaded permission set displayed on the screen. This is useful for making slight tweaks to an existing Permission Set while maintaining the original.
- Delete Permission Set button – will delete the loaded permission set displayed on the screen.
- Load Permission Set button – as you customize a specific Permission Set you may want to see how it will affect a user’s access. Clicking this button will temporarily load the permission set so you can navigate throughout the software testing the modifications made to the loaded set.
Directly under the Permission Set button is Hide Dashboard Icons . When this checkbox is checked, the various module icons will be hidden from view on the dashboard for users without View access checked on the specific module. Note that this setting must be set per individual Permission Set.
Let’s now discuss the various permission options and discuss how they impact the user’s access to iPoint.
View: When checked, a user will be able to access the CRM module and look at Customer and Contact records.
Edit: When checked, a user can make modifications to Customer and Contact information.
Delete: In order to delete a customer, a user must have this checked. Left unchecked, a user with this permission will not have access to the delete button on a customer record.
Export: When checked, a user will be able to use the export functions on the CRM lists.
Edit Rep: When checked, a user can modify the sales rep on an individual customer record. Unchecked prevents a user from changing the default sales rep to another user.
Disable Creation: Check this box to keep a user in this permission set from being able to create a Customer Record. New in 9.0924
Docs Full Access: All users can access the Documents portion of a customer/contact record. However, documents can be labeled as restricted. In order for a user to be able to view a restricted document, this checkbox must be marked.
Edit Tags List: Place a check in this box to allow users to add new customer tags in the CRM Customer interface. Note: This permission is not visible of the Enable Adding Tags option is not enabled in Settings > Modules Settings > Contacts.
View Subscriptions – a check in this box allows the user to view the Subscriptions list in CRM as well as on the work order for people on an iOS device. Clear this box if you don’t want users accessing the Subscription list.
View: This box grants a user the ability to access the Proposal module.
Edit: When ticked, a user will be able to make changes to a proposal. This tickbox also affects the ability to change the status drop-downs in a Sales Order.
View Cost: When checked, a user will be able to see the cost of items on Proposals/Sales Orders. If you don’t want the user to see the cost from the Item Details, simply clear this checkbox.
Edit Price: This checkbox must be filled if you want a user to be able to modify the sales price of an item on a proposal or sales order. When cleared, the price is locked to the price on the Item Detail at the time the item was added to the Proposal or Change Order.
Modifiers: Modifiers allow for adjustments to price based on a number of various percentages. When checked, users will be able to change the percentage amounts as well as determine if the modifier is used or not on a specific proposal.
Only View Assigned: When checked, users will only be able to see Proposals and Sales Orders when they are listed as the salesperson, project manager, or technical designer. This is useful if you don’t want salespeople seeing their co-workers’ sales documents.
Edit Cost: With this checkbox ticked, a user can edit the cost of items on a proposal. Clearing the checkbox removes the ability to edit the cost of items on a proposal.
Convert To Sales Order: This box must be checked in order for the user to convert the Proposal to a Sales Order, a useful option if only a manager or administrator can approve jobs for production.
Edit Ref: This checkbox lets the user change the proposal’s Reference Number. Without this permission, the system-generated Proposal Number is unchangeable. – New in 10.0603
View: A checked box will grant users access to the Sales Order portion of the software
Change Order: This grants the ability to create and edit Change Orders within the Sales Order.
Substitute: Checked, this box will allow a user to substitute parts on the Sales Order > Designer > Parts details pop-over.
Approve CO: Even though a user can create or edit a Change Order, they must have this permission checked in order to Approve & Commit a change order.
Archive: Allows a user to archive a Sales Order. This is the iPoint process to make sure that a job has been fully delivered and billed. The archive process can also archive the associated project and work orders.
View: Enables access to the Projects module.
Edit: This permission grants the ability to edit and make changes to a project.
View: Grants access to the Work Order module.
Edit: Provides the ability to make changes to existing work orders. This is also the option that allows a user to delete a task on work orders.
Create: Allows the users to create a new work order.
Delete: Grants the ability to delete work orders and projects.
Edit Time: With this permission, a user can modify existing time entries on a work order as well as create Manual Entry of time for any user.
Manage Check In/Out: Allows a user to check-in/out another technician on the other technician’s work order. With this checkbox cleared, one technician will not be able to check a different technician in and out of a work order.
Add Parts Price Override: When a user adds a part to the work order (using the Add Parts tab), this checkbox grants permission to change the selling price to the customer. Without this checkbox, the price displayed will be the price listed on the Item Master. Note: This option also controls the Add Parts process on the Project as well.
View Limited to Assigned: This checkbox hides work orders in the system unless the user is listed as the technician, sales rep, or project manager. – New in 10.0603
Customer Notification Prompts: Prompt user to send Customer Notification email notification when all fields are filled in and the notification window is open.
View: Grants access to the invoice module.
Edit: Allows the user to create new invoices and make modifications to existing invoices.
View Cost: This option will display the item cost in the item popover window when a user clicks on the item info button to the right of the item name on the line item. This cost is the cost of that invoice lines and is not directly toed to the Master Item cost. Changes to the invoice line cost apply only to that specific invoice line. This cost is for informational and reporting purposes only.
Delete Line: When checked, the user can delete an individual line of an invoice by clicking the delete trash can icon.
Full Access: This gives the user access to edit invoices on which they are not listed as the sales representative. This also grants permission to delete invoices, even if they aren’t the sales rep.
Edit Payment: This option allows the user to modify a payment that has already been applied to an invoice.
Collect Signature: Activates the signature field on the iPad so the user can collect a customer’s signature. There is no signature capture ability on a computer, so this does not affect the signature field on the computer invoice. A user can still insert pictures in the signature field on the computer, even without this permission set.
Edit Date: Gives the user the ability to change the date on an invoice.
Edit Reps: Gives the user the ability to change sales reps on an invoice, proposal, sales order, projects, and work orders.
Allow Override Edit after QB Sync: Gives a user the ability to edit an invoice after it has been synchronized with QuickBooks. NOTE: This works in conjunction with the permission in Settings > Module Settings > Invoices > Invoice Lock If Synced to QB. Also, note that an Admin user ALWAYS has the ability to edit an invoice.
Allow Refund from Credit Memo: Gives a user access to the Refund Balance Available button on credit memos.
View: Provides access to the assignments module and to any assignment the user created or is an assignee or follower of.
Admin: Provides access to all assignments, regardless of follower or creation status.
View: Provides view-only access to the Vendors module.
Edit: When checked, the user can edit the vendor and related information. This also provides the ability to delete the vendor.
Vault: Provides access to the Vault tab where confidential vendor information can be stored.
Export: Grants permission to export vendor lists in the Options button on the vendor list view.
View: Gives users access to view the items module.
- Clearing the item “view” checkbox prevents the item prices from showing when adding parts to a Work Order.
Edit: Users can edit item details. Note that users can still edit the item pictures without edit permission.
View Cost: Displays the cost field on the main item screen and the Accessories tab. This permission also restricts cost visibility on Purchase Orders.
Delete: Grants the ability to delete items.
Export: Provides the ability to export an item list using the Options button in the Item list.
Edit Stock: Allows manual stock adjustment on the Stock tab of an Inventory item.
Edit Lists: A tick in this checkbox allows the user to edit Manufacturer, Category, and Type directly on the item master, rather than having to edit in the Pop Up Lists.
View: Provides access to the Inventory module, where inventory adjustments and reporting takes place.
PR Manager: Grants the ability to allocate inventory and create orders and POs from items that have been requested elsewhere in the system.
Transfer Form: Provides access to the Inventory Transfer form, where a product can be moved from one inventory location to another.
Reports: This allows the user to run various inventory reports used in physical inventory counts. This permission also gives access to the Metrics screen in Inventory > Metrics.
View: Grants access to view Purchase Orders through the PO module.
Edit: Allows the user to modify purchase orders.
Substitute: With this option, a user can substitute items on a purchase order by clicking on a specific Item and following the substitute process.
Approve: Checking this box gives permission to approve purchase orders and activates an Approval button on the top of the PO Details screen.
View: Provides access and full functionality in the RMA module.
View: non-functioning at this time
Delete: non-functioning at this time
View: Grants the user access to view the iPoint calendar. This permission does not override specific permissions assigned to individual events.
Edit: This checkbox must be ticked if a user needs to add events or modify work orders on the calendar.
Full Access: Grants the user access to all reports in the iPoint database. A few reports have unique permissions, such as Time Clock and Commissions.
Limited Access: This restricts the user to view the following reports as they pertain to the logged-in user. In other words, the user John will only be able to run the following reports with information about John’s jobs. Bill’s jobs won’t show up on John’s Limited Access reports.
- Work Orders
- Time Review
- Work Order Labor Commission
- Invoice Item Summary
- Payments Applied
- Task Report
- Sales Order
- Change Orders – New in 9.1005
- Commission Reports
- Combined Report
- Commission Payments
Edit: This checkbox enables the user to adjust commissions on individual sales documents.
View All: When checked, the user can see all commissions and commission reports for every iPoint user.
View Yours: This checkbox restricts the user access to only their commission reports.
View: Provides user access to the Marketing module.
View: Grants access to the Autos module where mileage entries, expense records, maintenance records, and vehicle information can be adjusted.
Edit: Allows the user to make modifications to entries after they have been saved in the Autos module.
Edit: By default, users can only see their own Time Clock entries. This option allows a user to modify their own entries.
Admin: This checkbox grants users the ability to edit ALL time entries regardless of the employee.
Edit Message Board: When checked, the user can change the text displayed in the message on the iPoint dashboard.
Hide Deal dashboard: Checking this box will hide the deal dashboard for users within the permission set.
Allow QB Sync: this checkbox will allow users to sync with QuickBooks Online from various spots (Customers, Vendors, Items, Invoices, Payments, Purchase Orders, and Receipts). Note that QuickBooks Desktop users’ security is controlled by access to QuickBooks. If the user doesn’t have access to QB Desktop on their computer then they are unable to sync from iPoint.