User Setup

Introduction

InspectAll works best when everyone is involved; the users tab will be one of the most important features for an administrator. Here you can add co-workers and employees to your InspectAll account and edit existing users. Our solution allows for as many users as you need, the number of users you can add will simply be restricted depending on your pricing plan.

Users can be enhanced by adding the following:

• Roles - allow or restrict access to the mobile app, web app, and/or administrative settings.
• Teams - allow or restrict access to accounts, folders, and/or forms.
• Permissions - allow or restrict actions over the entire platforms such as "Create", "Update", and "Delete"

Understanding User Roles

Assigning User Roles will ensure that information and resources are shared with the right people. There are 4 roles available in InspectAll to assign to your users. You can assign one role or multiple roles to a user. Note: Additional restrictions and permissions can be set by assigning users into Teams.

Administrators

Administrators are users who can access the entire InspectAll system on both the mobile and web applications. An administrator also has extra settings on the web including General Settings, Report Branding, Users, Teams, Asset Statuses, Folder Settings, and the Form Builder. There must be at least one Administrator in your account in order to access the company settings. Example: Program Administrators, Managers, Coordinators, etc.

Web Users

Web users are users who can only login to InspectAll's web app. Example: Inspectors, Auditors, etc.

Mobile Users

Mobile users are users who can only login to InspectAll's mobile app. Additionally, mobile users will only see Accounts, Folders, and Forms that have been assigned to the Teams they are within. Example: Technicians, Drivers, etc.

Add a User

1. Click (Your Name) (at the top right in the web app) Then select Users in the drop down menu.
2. In the Users page, click Add User.
3. In the New User page, enter the following details:
4. First Name & Last Name: Required
5. Employee Number: Enter your employee's ID or information here (optional).
6. Active / Inactive: Required, Inactive users cannot log into any InspectAll application.
7. Email Address: Required, this will be used by the user during login.
8. Password: You may assign a specific password to the user or select Auto Generate to assign an auto-generated random password to the user.
9. Send Email: If selected, we will send the new user an email with their login information (including their username and password). This message is automatically sent if you chose to auto generate their password.
10. Role(s): Required, Assign the user a role of Administrator, Web User, or Mobile User by checking the appropriate box(es).
11. Team(s): Select the team(s) you want the user assigned to.
12. Click Create User.

Note Adding users will not be possible if all available User Licenses are being used.

Edit User Details

User details, password, roles, and teams can be updated at any time to accommodate any changes that happen within your organization.

1. Click (Your Name) > Users in the web app.
2. Click the Edit icon to the right of the user's name.

   

Make a User Inactive

You may want to set a user as inactive if you expect to re-activate the user at a later time and retain all of their previous data entered. Inactive users do count toward your total User Licenses. To make a user inactive:

1. Click (Your Name) > Users in the web app.
2. Click the Edit icon to the right of the user's name.
3. Select Yes/No to answer "Allow the user to login?"
4. Click Update User.

   

Re-set User Password

1. Click (Your Name) > Users in the web app.
2. Click the Edit icon to the right of the user's name.
3. Enter the User's new Password OR select Autogenerate to send an random password to the email address associated with the User.
4. Select Yes next to "Send Email?" to send the user and email containing their username and password.
5. Click Update User.

   

Edit User Roles

1. Click (Your Name) > Users in the web app.
2. Click the Edit icon to the right of the user's name.
3. Select the role(s) for the user.
4. Click Update User.

   

Edit User Teams

1. Click (Your Name) > Users in the web app.
2. Click the Edit icon to the right of the user's name.
3. Select the Team/Teams the User belongs to.
4. Click Update User.

   

Delete a User

If you want to restrict users from logging into InspectAll and/or reduce the number of Licenses you are using we recommend deleting users. All work done in the past by a deleted user will be preserved.  Please note that deleting a USER does not delete the license.  You will want to go to "Billing" to update your license count if you are on auto-pay or contact us at support@inspectall.com if you are on invoicing to change your  User Licenses.

To delete a user:

1. Click (Your Name) > Users.
2. In the Users page, select the user you want to delete by clicking their name.
3. Click Delete User.
4. Click Yes, delete the user to confirm that you want to delete the user.

   

Search for a User

Filter your list of users to quickly find and edit any user you need to:

1. Enter the user's name in Search Users to find a user by name.
2. Click Status to filter by Active, Inactive, or All user.
3. Click Role to filter by admin, web, or mobile users.
4. Click Download Users to export a list of users that reflect your filtered search.

Permissions

All permissions are granted by default when a user is created unless explicitly removed.  For more granular control of what actions your users can perform you can set the following permissions for each user:

• Create - Remove this permission to prevent the user from creating any object on the InspectAll platform.
• Update - Remove this permission to prevent the user from updating any object on the InspectAll platform.
• Delete - Remove this permission to prevent the user from deleting any object on the InspectAll platform.

Removing all of a users permissions and limiting their visibility with teams is an effective way of creating a "Read-Only" user for certain accounts.  Note that these permissions apply to the mobile app as well.

Prevent Non-Admin users from Creating Accounts

As an administrator, you can restrict non-admin users from creating accounts and adding accounts to the All Users Team.  This feature is a fail-safe to prevent accidental duplicate account creation.

Go to the "General Settings" option under the Admin Menu on the website to update these permissions.

Prevent Mobile users from Creating Folders, Assets, or Locations

In addition to these permissions in the User Interface, you can also deny Folder Creation, Asset Creation, and Location creation for your mobile users.  Just send an email to support@inspectall.com and we can set it up for you.