User Management

As a Community Owner or Supplier, you can add as many users as you need to help manage your business. You will add users by sending them an invitation by email with a registration link. If for some reason they do not receive the email, the link can also be copied and sent directly to them. Once the user has accepted their invitation you can update their permissions at any time.

This article will explain:

• Inviting New Users (Community Owners or Suppliers)
• Setting up a User as a Location Contact
• Inviting New Users via Dashboard Quick Actions (Suppliers Only)
• Updating User Permissions or Deleting Users
• Exporting a List of Active Users 

Inviting New Users (Community Owners or Suppliers)

1. Click on the settings cogwheel in the upper right right corner and then select User Management.
2. Click on the green Add User button in the upper right corner

• Information: At minimum, you will need to provide the first name, last name, and email address of the user you are inviting. Phone and Mobile if provided will be visible to users internally to your business and your Community Owner if you assign them as a Business Contact (see below for further details).  If you are a Community Owner and are utilizing FoodLogiQ Recall to send SMS/text messages or phone calls, you will want to provide valid phone numbers. To learn more about FoodLogiQ Recall, visit the article Initiating a Withdrawal.
• Permissions: Complete the remainder of the form that is open making sure to select a Role and select Location permissions if necessary. Please see the article Creating Custom User Roles,  if you wish to configure roles to limit user access.
• Location Contacts: If you wish to set up the user as a location contact, please see the section Setting up a User as a Location Contact.
• Customize Invitation: A default subject line and message will display unless a user within your account has previously customized a message. The system will display the last invite message that was sent. Update if necessary to inform the recipient why they are receiving the invitation.
• Business Contacts:  Community and Incident contacts are special permissions that are primarily used to route key communications. 
  • If you are a Community Owner and would like to send messages directly to your suppliers, you will want to assign yourself as a Community Contact.
  • If you are a supplier, we suggest assigning at least 3 Community Contacts to allow adequate coverage. Your Community Owner will have visibility into who has been assigned as these contacts and can message them directly.  To learn more about Business Contacts, visit the Business Contacts article.

3. Click the button to send an invitation (sender is info@foodlogiq.com) to the email entered. Once they accept the invite they will appear under “Active Users” tab.

4. That will send an invitation to the email entered that once accepted the user will have access to the business in the Role they were assigned.

• Pending Invitations: Outstanding invitations can be seen by clicking the Pending Invitations tab.
  • Resend outstanding invitations by clicking on the resend icon.
  • Directly share the link for registration by clicking on the chain icon.
  • Delete someone's invitation by clicking on the trashcan icon.

Here’s a sample invitation email that will be sent from info@foodlogiq.com. You can change the subject and message before sending.

As invitations are sent out, you can check out any outstanding invitations by going to the pending invitations page.

Setting Up a User as a Location Contact

When sending a new user invite you can also associate them as contacts for your locations at the same time. This association can also be made at any time after you invite a user. This is beneficial if you are a Community Owner utilizing FoodLogiQ Recall and want to identify your contacts for withdrawal notifications. If you are a Supplier or Distributor and want to set up Incident Reporting Contacts, please follow the instructions in this article.

1. Click on the settings cogwheel   in the top right corner and then select User Management.
2. Click on the plus button   in the right corner.
3. Click on the button.
4. Select the appropriate contact (Note: you can select multiple contacts if they all apply to the user)
5. Click Next.
6. Select the Location for which they are to be the contact for.

• If they are the contact for just 1 location, click the  button next to that location.
• If they are the contact for multiple locations, click on a box next to any location, or click on the "Select all locations" link. Be sure to click "Add Locations" after making your selections.

• Click on Next.
• The last screen will show you what the user will be set up as.  To confirm it is correct, click Done.

Inviting New Users via Dashboard Quick Actions (Suppliers Only)

1. Go to the Community Dashboard you would like to add a new team member to access. 
2. Click the Quick Invite Team Member button will open up a window for you to populate the necessary fields. This is an abbreviated form from what is available from the User Management area.
3. Suppliers can follow the process outlined above but can also add users using the Quick Invite “Team Member” option on their dashboard.
4. By default, a checkbox will be selected to assign the user as a Community Contact to receive key communications (link to Business Contacts article). To learn more, visit the Supplier Dashboard Quick Actions article.
   
   

Updating User Permissions or Deleting Users

1. Click on the settings cogwheel  in the top right corner and then select User Management.
2. Locate the user you want to remove.
   • If you wish to update their information, click their name to open up the User Detail page, if you have edit permissions for User Management you will be able to modify their name, phone, mobile, permissions and business contact assignment. Once you’ve made your updates, click Save. If you are a Supplier we recommend ensuring you have at least 2-3 Community Contacts assigned at any time. If a user leaves your organization it is your responsibility to keep your User list up-to-date to ensure timely communications to be received.
   • Within this area, you may also change the user's role and location access
   • Click the trashcanicon that is associated with their name.You will receive a pop-up message asking you to confirm that you wish to delete the user. Click the Delete button to remove the user.

Exporting a List of Active Users

As a Community Owner or supplier user, you may wish to export a .csv file list of active users within your company's account. Users are able to export a .csv fIle list of active users if they have view or edit permissions to User Management.

1. Click on the settings cogwheel  in the top right corner and then select User Management.
2. Click the export icon in the top right corner to download the .csv file.