When you create an account on Serviceprotocol.com, a user account and an administrator account are automatically created. Contact us to gain access to the administrator account. Usually one (1) user gets access to that account and prepares and manages the system for the users within the company.

With an administrator account, you add users, set permissions for users and can make a number of settings and adjustments to the system for your needs. Also read My account concerning user permissions and settings.

When new functions are added to the system, you as an administrator need to sign in and set permissions for what the users should be able to do in the new function. Stay up to date by visiting the News page regularly.

How to access settings and user permissions:

1. Sign in with the administrator account.
2. Select the portal for which you want to change settings. Your account can be linked to multiple companies or groups.
3. Click the function for which you want to change settings.
4. Save the settings.

If you want to access the group- and module settings when you are signed in to the system but on another page, click on the company/group name (at the top of the page to the left), to enter the group.

Group settings = Home page for the group

On the start page for the group – Group settings – you manage users in the group, add integrations, upload registers etc.

• Enter contact person and address for the group / company
• Upload logo for the group / company.
• Add integration with your accounting system and see which EDI connections to suppliers (see Integrations) that have been installed.
• Select model databases. Selected model categories are displayed in the Model view and when selecting a model during the creation or modification of Service objects.
• Upload different types of registers.
• Export registers.

Add, delete and change user permissions

Add new user. Each new user generates a new license. Your charge will change automatically. Read more: Add users

Manage user permissions

• Click on the user for whom you want to change permissions or settings. Three choices come up. Click the setting you want to change.
  
  a) Edit permissions.
  Edit permissions gives you a number of different settings for a employee concerning each function in the Service Protocol, such as what is to be displayed to the employee, if they have the opportunity to create, edit or delete orders and documents.
  
  b) Edit user settings.
  In Edit user settings such as working hours, employment numbers, notifications via e-mail / SMS, etc. can be specified. Here you can also give employees a color code which is then visible in the Planner.
  Here you also can set the options:
• Remove from Time Report
• Assign self-created orders automatically
• Remove from assign
  The asset is not shown in the assign to-list.
• Remove from chat
• Assign orders edited automatically
  If you edit an order the order is assigned to you automatically.
• and more settings
  
  
  c) Inactivate
  Inactivate means that the user remains in the system but you do not pay a license for the user. The system handles this automatically. You do not have to report that an employee / user is inactive / terminated. All history for the user is saved. If necessary (due to GDPR for example) the user’s name can be anonymised so you can still keep history and traceability. Contact us and we will fix it!

Create permission templates

You can create a template for common user permissions. When you then add users, you simply select a template that fits.

You find your templates under the heading Permission templates.

To create a permission template, follow these steps:

1. Under Permission templates click on +Create a new template.
2. Name the template and click for the permissions to be activated in the template.

You can create multiple templates with different settings.

Of course, you can make changes to the permissions of individual users without affecting the template.

If you want to change a template, do this:

• Select the template you want to change
• Make your changes.
• Click Save.

Changes to a template do not update the permissions of users. To do so, enter each user and select the updated template for the user. All previous settings for the user are then deleted and the new ones apply.

Add new external resource

You can add external users with limited permissions to the system. These are marked with the text (external) in the list of users. Read more about external resources here.

Module settings

• Article settings
• Chat settings
  Delete and rename chats.
• Contact order settings
• Customer settings
• E-mail /SMS
• Facility settings
• Fault report settings
• Group settings
• Planner settings
• Print settings
• Purchase order settings
• Quotations settings
• Service object settings
• Service order settings
• Service protocol settings
• Storage settings
• Time report settings
• Timer settings
• User group settings
  Here you see all users and can group the users into more groups / departments. Name the new group and add members to the group by holding the mouse pointer over the “dots” and dragging the user to the group name. The order here controls the order in which the resources are located in the Planner.
• Work order settings

Group settings

Under this tab you add subgroups. The subgroups are then selectable on Work Orders.

Subgroups can be used if the company consists of different companies that have different organization numbers and different invoicing systems. By creating subgroups, all companies / departments can share resources, customers, orders and items. Subgroups can also be used to distinguish between different departments / competencies which can then, for example, be linked to commonly occurring articles within the department / competence.

Custom fields for work orders can be linked to the subgroups by specifying whether these should be included or not. This setting is made under “Edit work order settings”.