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Employee Management
Employee & Access Management
Employee & Access Management
Saadi avatar
Written by Saadi
Updated over a week ago

The majority of the repair shops are run by multiple people including but not limited to managers, technicians, owners, and salesmen. RepairDesk acknowledges the importance of all of these workers hence, you may have noticed the Employee & Access Management section under store settings. This section enables you to define users, give them permissions, limit their access, and determine what employees can and cannot see.

Employee Roles

We know you need to have employees at the store for different tasks so, this section will explain how to add and manage employees. Start by opening the section designed for this by following the path below:

Path: \Settings > Store > Employee & Access Management > Employee

From here you can perform three actions - add a new employee, edit existing employees and delete the existing employees. We will cover these actions in two sections for your ease.

Add an Employee

Are you ready to add new employees and give them a role at your store? We bet you are! Here are the steps for you:

  1. Once you have opened the path given above, either click on the Add Employee button at the top right corner or the +Add New Employee button at the end of the screen.

  2. You will see a screen appearing on the right side of the screen. Assign a language for the new employee profile through the language dropdown at the top right corner of the screen.

  3. Click on the image field to add the picture of the new employee. Fill in his personal details including the email address and phone number in designated text boxes.

  4. You can add the hourly pay rate in the text box assigned for it.

  5. Assign a password and PIN to your employee by entering the desired values in the text boxes associated with them. You can have it generated and shared automatically by clicking on the checkbox given for it.

  6. Scrolling below will give you a dropdown to assign a role to your employee.

  7. Click on the Save and Add button at the bottom right corner of the screen.

Edit an Employee

What if your employee gets promoted and you need to change his role? Will RepairDesk ask you delete the existing employee and add it again with a new role? Absolutely, no! RepairDesk allows you to edit an employee profile and to delete, in case any employee leaves. To perform any of these actions, follow the path above and go through the steps given below:

  1. Click on the three dots button and click on "Delete" if you want to delete the employee. In case your employee is on a vacation, click on "Disable Employee".

  2. If you desire to edit the existing employee, click on "Edit" from the dropdown. This will open the same window on the right side of the screen that is opened when adding the employee.

  3. Make changes to sections desired and click on the Add and Save button at the bottom right of the screen.

  4. You can enable two-factor authentication from the same dropdown accessed by clicking on the three dots.

Roles & Access Management

  1. Roles make it easy for you to categorize your employees for a better organization at your shop.

  2. With roles defined, you can limit the access of every employee so the information stays with only the people who need it.

  3. Permissions allow you to make information visible and accessible to only the employees you want to view and access.

  4. Both of these features help you to eliminate unwanted access and any mistakes.

Adding New Employee Role

Now that we are aware of the importance of employee roles and access management, here is how you can do it. Firstly, follow this path to open the designated section.

Path: \Settings > Store > Employee & Access Management > Roles & Permissions

This section leads you to two paths. One path enables you to add more roles and define permissions in your repair store while the other path empowers you to edit roles and permissions. We will walk you through both processes one by one.

Define a Role & Permissions

If you want to proceed with defining a new role in your repair shop, here are steps for you to do it:

  1. Either click on the New Custom Role button at the top right corner or on the Create New Role at the bottom.

  2. A window will slide in from the right corner. Enter a title for the role in the text box made for it.

  3. You can see permissions for 5 modules below. You can open dropdowns for every module and turn on the toggle against every permission.

  4. Click on the Save button at the end to save the new role.

Edit a Role & Permissions

If you have a role and its permissions are already defined and want to edit it, it is as simple as it gets. Just follow the steps below:

  1. Open the path given at the start of this section and choose the role you would like to edit.

  2. Click on the three dots button present against the selected role.

  3. Click on the "Edit" option from the dropdown. It will open the same window you see when creating a new role.

  4. You can click on the options next to "Show Only" to filter permissions. Change the title of the role or the permissions you desire.

Click on the Save button at the bottom to save the new permissions.

With roles and permissions well-defined, you can have your repair shop organized with a perfect hierarchy. The operations will become smoother and better so, you can worry less and enjoy more.

Enter the Pin code before creating a ticket or adding payment

Having several employees in your repair store can be quite handy for business. However, for an organized record of the sales transaction and to know who actually did a sale, it is necessary to have a tool that keeps an active record of invoice creation and allows only authorized employees to add payments to an invoice. (How to setup access pin here)

Path: Settings > Store > Employee & Access Management > Roles & Permissions

  1. Once this trigger is enabled, RepairDesk will ask your employees to enter PIN codes while making changes to an invoice.

  2. When the trigger is enabled while proceeding to a transaction, you will be requested to enter a PIN code otherwise you can not checkout.

  3. When an invoice is opened and payment is about to be added to an invoice, a pop-up screen will open, asking employees to enter a PIN code before adding payment. If an employee doesn't do so, then payment would not be added until he enters it.

Set up Access Pin

You can set up the access Pin for an employee by the following path:
Path: Settings > Store > Employee & Access Management > Select Employee > Click on three dots > Click Edit

Users can update access to the pin from the following path:

Path: Settings > Profile > Basic Information

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