In the User Management section, you can add staff members and set user access settings for your Vault account. This is important to ensure that the user has the correct access to the relevant areas, based on their role.

How do you add a new user? 

1. Go to Settings > User Management  > Add New Staff Account in the bottom right-hand corner

2. Add in the required staff details, role, portal publishing, security, and access settings

3. Click Save/Update to add the new user

You will need to ensure that you have ticked Login Access so the user can log in. This can be unticked should the user no longer require access to your Vault account. 

Additional information

User Management breakdown

User Templates - If you have already created a new user and have set up their access settings, we can save the user settings as a template.

This can be done by clicking on the Save User Template button in the bottom right-hand corner of the selected user. You are then able to override/update an existing saved template or create a new one.

Once saved, you will then have the option to apply the user template to both existing and new users added from the User Template dropdown. 

Staff Details - Here you can add in the user's details, including their name, position, contact information, email, and login details. We also provide the option to activate or disable Two Factor Authentication (2FA), should you wish to do so.

The defined Staff Details will be used throughout the system, including being sent to portals (Websites) when the agent is attached to a listing. 

Envelope Address Invoicing - This section allows you to add an address against the user, which will then populate on any agent invoices created for this user.

Role - This will determine what sections of Vault the user can view. Here, they can select the department (Property Management, Sales - Residential or Sales/Leasing - Commercial). We are also able to set the type of user, whether that be Administration, Principal, Property Manager, or a Salesperson. The last section allows you to set the access for both the Sales/Listing Module and/or the Property Management Module. 

Portal Publishing - Here you can choose to suppress/hide the user's mobile number on portals (Websites) or provide an alternate portal (Website) email address (If blank, the system will automatically send the defined email under the Staff Details section to portals (Websites).

Urls - We provide the option to add a profile website specific to the user, should they have their own agent website.

Security Levels Glossary 

This staff member is a Personal Assistant to... (max of 12 per user) - Here you can set the user as a Personal Assistant to up to 12 other users. This will provide the user access to all data that the selected user(s) have access to.

Below is a list of data/actions the user will have access to:

• Ability to send an email or SMS on behalf of the user(s)
• Visibility over categories that are assigned to the user(s)
• Access to contacts and properties of the user(s) - This includes duplicate checks and access to view open homes via the VaultRE app
• Ability to view and add the user(s) property enquiries within the enquiry/holding area - This includes the ability for canned responses to be sent when the enquiry has been added
• Ability to view and manage the user(s) calendar
• Ability to view and manage the user(s) To Do list
• My Widgets display data for the user(s), excluding commission widgets

Time Access - Here you can limit the user’s access to your VaultRE account, based on the permitted access time set. This will restrict the user to log into their VaultRE account during the unallocated date/time slots.

Module Access:

Settings - If ticked, this will provide the user access to the Settings menu, which includes all database settings. This excludes User Management as this requires a separate user setting to be applied. 

SMS/TXT - SMS functionality is available to your office automatically, it is important to only activate this option for users that you would like to have the ability to send SMS from your VaultRE account.

Each SMS/TXT sent will incur a charge per SMS part (each part is 153 characters of text if the total message length is over 160 characters).

SMS/TXT Alerts - If ticked, when a user initiates a data export, they will receive a text message notification. 

This is recommended for Principals or Management to keep track of any data exports. This will also incur an SMS/TXT alert charge. 

User Management - If ticked, will provide access to user management and the ability to modify a user's settings.

Display Settings - We provide the option to set the nav bar settings. Ticking this option will ensure that the nav bar at the top of the page will not disappear when scrolling down the page.

Other - Here you can set the users Commencement date (Specific for reporting), the Default Calendar View (Whether they want their calendar to open in a day, week, month, or list format), and the option to Unsubscribe Daily Alerts (This will ensure the user does not receive their daily task or event notification via email).

Administrative Actions - Here we have the option to Invalidate Login Sessions for this user. If actioned, this will log the user out of all active web and app sessions of Vault and force the user to log back in.