Managing Users and User Group Permissions

Users & User Groups

Storecall offers a powerful and flexible user management system that helps your organization assign the right people to the right roles, ensuring everyone sees only what they need to see and has access to the appropriate features.

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👥 What are Users?

Users are the people in your organization who interact with Storecall. These can include:

• Field operators

• Store managers

• Regional managers

• Admin staff

• HQ team members

All users are created and managed by Storecall Admins in your organization.

To manage users:

• Navigate to Settings > User Management

• View, add, or edit users

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🧰 User Roles

Each user can be assigned one of the following roles:

● Administrator

• Full global access to all features and data

• Can manage users, templates, locations, actions, scheduler, reports, etc.

• Not restricted by user group permissions

● Standard User

• Access is defined by their User Group

• Can view/use only what is assigned to their group

● User Group Manager

• A special type of standard user

• Oversees a User Group and its members

• Can view submissions, actions, and approvals from the users in the group they manage

You can assign multiple user group managers to the same user group.

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🛠️ Managing User Groups

User Groups allow you to apply permissions at a group level, making it easier to manage access across your team.

To manage user groups:

• Navigate to Settings > User Management > User Groups

• If you wish to add a new User Group - click the "New Group" button.

• Click on any group to:

  • Rename the group

  • View users in the group

  • Set group permissions

User Group Permissions

You can customize each group’s access for:

• Templates

• Locations

• Submissions

• Actions

• Scheduler

• Reports

Permissions include:

• View

• Add

• Edit

• Delete

Changes apply immediately after saving.

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📆 Creating or Editing Users

When creating or editing a user:

• Set Display Name

• Assign Email Address (cannot be changed later)

• Assign to a User Group

• Choose a User Type (Admin, Standard, or Group Manager)

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🔐 Advanced Access Controls (Standard Users only)

For standard users, you can optionally apply:

☑️ Access to Specific Templates

• Overrides the default templates provided by the user group

• Restrict the user to only specific templates

☑️ Access to Specific Locations

• Restrict the user to only certain locations

⚖️ Template-Specific Location Access

• Offers granular access

• Example: User has access to Template A and B, and Location ABC.

  • You can make Template A accessible only at Location ABC

  • While Template B can be accessed at both Location ABC and another location

This is an advanced setting used in multi-layered operational workflows.

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📢 Email Notifications

You can enable the following for any user:

• Daily action reminders for actions that are due

• Notifications when assigned actions are completed

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🔐 Template Access Control

In addition to assigning permissions through User Groups, each template in Storecall has its own Template Access setting.

When creating or editing a template (Audit, Log, or Approval), you’ll find a section labeled "Template Access". This defines which user groups are allowed to:

• View and use the template

• Submit entries based on the template

• View submissions made from the template (if they have the necessary permissions)

⚠️ Important: Even if a user belongs to a group with the correct permissions (e.g., “Can Submit”), they won’t be able to access a template unless their user group is explicitly included in the Template Access section for that template.

✅ What to do:

• When building or editing templates, always review and set Template Access to include all user groups who need access.

• This ensures that the right users can see and use the templates relevant to their role.

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✨ Summary

Storecall's user, user groups and permission structure ensures your team is working efficiently, securely, and with the right visibility. Use user groups for simplified permission management and leverage template/location-level access controls when you need fine-tuned control.

Need help building your workflows or structuring your access model? [Contact our team] or check out more walkthroughs in this guide.