Description
An instructional guide on managing individual employee access and permissions. The features below are to assist in the prevention of monetary errors and oversights within the Service department.
Global Features are separated by module, with 7 permissions in the Service sector.
- Add Discount
- Delete/Charge Tax
- Edit Labor Rate
- Edit Labor Amount
- Edit Fixed Price
- Access Cashier Tab
- Access RO Close
This restricts users from modifying labor rates, labor amounts, and fixed pricing. It also restricts the addition of discounts, deletion of charges/taxes, access to the cashier tab, and the ability to close the RO.
Best Practices if Removing Edit Labor Rate and Edit Labor Amount Permissions
- Define Default Account Codes by Department - discuss with VUE Support to verify they are defined.
- Ensure that each department has a designated Default Account Code set up. This helps maintain consistency and eliminates the need for Advisors to ask for manual adjustments.
- Customer Pay Service Account Codes
- Assign a Labor Rate to all Customer Pay Service Account Codes. This ensures uniformity and avoids confusion when pricing services.
- Set Reprice Labor Setting to "Always"
- Configure the Reprice Labor setting to "Always" for accurate labor pricing adjustments whenever the account code is used. This will also ensure the correct price is chosen when the account code is defined on the op.
- Op Codes - Ensure the Op Codes are set up so the Advisor won't ask for manual adjustment.
Setting Employee Permissions
- Navigate to Accounting > Maintenance > Employees
- Click on selected employee
- Click permissions tab within employee profile
- Select Global Features
- Select Service in the drop down
Permissions Overview
With any permissions, you can customize permissions to fit your dealership's needs. Permissions can be applied in the following ways:
- Employee-Specific Permissions: Assign permissions directly to individual employee records, granting specific capabilities based on their role or responsibilities. This is best used when you have one person with a unique set of permissions needed.
- Role-Based Permissions: Create predefined roles (e.g., Service Advisor Lite) with a tailored set of permissions. These roles can be applied to multiple employees, ensuring consistency and streamlining the setup process.
NOTE: Any modifications to permissions in the Role will automatically change an employee's permissions if they are assigned that role.
Additionally, if your dealership operates in a multi-company setup, roles created in one company can be utilized across all companies, saving time and maintaining uniformity.
VUE allows for precise access management while supporting scalability across single or multi-company dealership setup.
Specific Permissions
Add Discount
Users must have the “Add Discount” Global permission checked to have the ability to add a discount.
If the employee does NOT have permission, the add discount button will NOT be visible.
If the employee DOES have permission, the add discount button will be visible.
Delete/Charge Tax
To remove a tax or charge on the RO, the user must have the "Delete Charge/Tax" permission enabled.
If the employee DOES NOT have permission, the tax field will be visible but locked, preventing deletion.
If the employee DOES have permission, the tax is editable.
Edit Labor Rate
To access the Labor Rate Code in both the Operation and Labor tabs of the RO, the user must have the "Edit Labor Rate" permission enabled.
Example shown below:
Operation tab
Edit Labor Amount
For BOTH the Operation tab and Labor tab of the RO, the user must have “Edit Labor Amount” permission checked to edit the Labor Grid Amount.
Example shown below:
Fixed Price Operation
For users to have the ability to Edit Fixed Price or Fixed Cost on the operation, the Global Feature for "Edit Fixed Price" must be checked in the Employee's Permissions
Example shown below without Edit Fixed Price enabled:
Additional Security Features
Cashier Tab from RO
If the user does not have Global Permission “Access Cashier Tab” the Cashier Tab is removed from the Action Ribbon within the Repair Order.
RO for user WITH Global Permissions
RO for user WITHOUT Global Permissions
Remove Close button from RO
When a user lacks the Global permission "Access RO Close," the Close icon is eliminated from the Action Ribbon.
RO for user WITH Global permissions
RO for user WITHOUT Global permissions
If an employee is given the "Access RO Close" Global permission but lacks the "Access Cashier Tab" Global permission, they will be unable to finalize the Repair Order (RO). Consequently, another employee must handle the cashiering of the Repair Order before it can be finalized.
Related Articles
Creating and Editing an Employee Record
Resetting an Employee Password
Assigning Skill Levels to Technicians
Modifying Rate Levels for Technicians
Creating a Fixed Price Operation
Unfixing a Fixed Price Operation