User Management

Overview

User Management allows you to add and manage team members who can access your supplier account. Each team member (also called a "contact") can have their own login credentials, notification preferences, and access to different parts of the platform. This helps you delegate tasks and ensure the right people receive important updates about orders, inventory, and other business activities.

Accessing User Management

To manage your team members:

1. Navigate to Settings in the sidebar navigation
2. Click on User Management (also labeled as "Contacts" in some areas)

The User Management page displays a list of all team members associated with your supplier account.

Viewing Team Members

The team members list displays the following information for each user:

• Name: Full name of the team member
• Email: Email address used for login and notifications
• Phone: Phone number (if provided)
• Last Login IP: The IP address from which the user last logged in

Searching and Filtering

You can easily find team members using:

• Search bar: Search by name, email, or phone number
• Column sorting: Click column headers to sort the list (default sort is by name, ascending)
• Filter dropdown: Filter to show active contacts, deleted contacts, or all contacts

Adding a New Team Member

To add a new team member to your supplier account:

1. Click the Create button (or "Add Contact" button) at the top of the team members list
2. A modal window will appear where you can enter the team member's information

Basic Information

Fill in the required details:

• Full Name (Required): Enter the team member's full name
• Email Address (Required): Enter a unique email address that will be used for login. This must be an email address that the team member has access to, as they'll receive an invitation email
• Phone Number (Optional): Enter a phone number if you want to enable SMS or WhatsApp notifications

Regional Settings

Configure language and timezone preferences:

• Language: Select the team member's preferred language for system messages and notifications
  • Available options: English (GB), English (US), French, German, Chinese
  • Default: English (GB)
• Timezone: Select the team member's timezone for scheduling and time-sensitive communications
  • You can search for your timezone or browse the dropdown list
  • This ensures notifications are sent at appropriate times based on the team member's location

Notification Preferences

Configure which notifications the team member should receive and how they should be delivered. For each notification type:

1. Toggle the switch to enable or disable the notification
2. Select the delivery method from the dropdown:
   • Email: Notifications sent via email (most reliable method)
   • Slack: Notifications sent to Slack (requires Slack username configuration)
   • SMS: Text message notifications (requires phone number)
   • WhatsApp: WhatsApp notifications (requires phone number)

Available Notification Types

• New Order Created: Notifies when a new customer order has been created and is ready for processing
  • Description: "A new customer order has been created and is ready for processing"

Note: Additional notification types may be added in the future. The available delivery methods depend on the team member's configured information (email for email notifications, phone number for SMS/WhatsApp, Slack username for Slack).

3. Click Create to save the new team member

Once created, the new team member will receive an email invitation to set up their account and password. They'll need to click the link in the email to complete their account setup.

Tip: Consider setting up different notification preferences for different team members based on their roles. For example, warehouse staff might need SMS notifications for urgent orders, while managers might prefer email summaries.

Editing a Team Member

To modify an existing team member's information:

1. Find the team member in the list

2. Click the Actions menu (three dots) next to their name

3. Select Edit

4. Update any of the following fields:

   • Full Name
   • Email Address
   • Phone Number
   • Language preference
   • Timezone
   • Notification preferences and delivery methods

5. Click Save to apply your changes

Note: You cannot delete your own account. The delete option will not appear for the currently logged-in user.

Viewing Team Member Details

To view detailed information about a team member without editing:

1. Find the team member in the list
2. Click the Actions menu (three dots) next to their name
3. Select View

This opens a read-only view showing all team member information, including their notification preferences and last login details.

Removing a Team Member

To remove a team member from your account:

1. Find the team member in the list
2. Click the Actions menu (three dots) next to their name
3. Select Delete

Important:

• You cannot delete your own account
• Deleted team members are soft-deleted and can be restored if needed
• Deleted team members will no longer be able to log in or receive notifications
• Always remove access immediately when team members leave your organization to maintain security

Restoring a Deleted Team Member

If you need to restore a previously deleted team member (for example, if they were removed by mistake):

1. Use the Filter dropdown and select "Trashed" or "Deleted" to show deleted team members
2. Find the team member you want to restore
3. Click the Actions menu (three dots) next to their name
4. Select Restore

The team member will be restored with all their previous settings and will be able to log in again. They will not need to set up their account again.

Bulk Actions

You can perform actions on multiple team members at once, which is useful when managing large teams:

1. Select the checkboxes next to the team members you want to modify
2. A toolbar will appear at the top showing available bulk actions
3. Click on the action you want to perform:
   • Delete: Delete multiple team members at once (can be restored later)
   • Restore: Restore multiple deleted team members
   • Force Delete: Permanently delete team members (cannot be restored - use with caution)

Warning: Force delete permanently removes team members and cannot be undone. Only use this when you're certain the team members should be permanently removed.

Best Practices

Notification Configuration

• Email is the most reliable notification method and should be enabled for critical notifications like new orders
• SMS/WhatsApp are useful for urgent, time-sensitive notifications but require a valid phone number
• Slack is ideal for team communication and collaboration but requires Slack username configuration
• Consider setting different notification methods for different team members based on their roles and responsibilities
• Test notification delivery methods when first setting up a team member to ensure they're working correctly

Team Member Management

• Keep team member information up to date, especially email addresses and phone numbers
• Regularly review notification preferences to ensure team members receive relevant updates
• Remove access immediately when team members leave your organization to maintain security
• Use appropriate timezones to ensure notifications are sent at convenient times for each team member
• Document who has access and why, especially for larger teams

Security

• Only add team members who need access to your supplier account
• Remove access immediately when team members leave or change roles
• Regularly review the "Last Login IP" column to identify any suspicious activity
• Use strong, unique email addresses for each team member
• Consider implementing a regular review process to audit who has access to your account

Troubleshooting

Team Member Cannot Log In

If a team member is having trouble logging in:

• Verify the email address: Check that the email address in their account is correct
• Check account status: Use the filter to check if the team member has been deleted (restore if needed)
• Account setup: Ensure the team member has received and completed the account setup email. They may need to check their spam folder
• Password reset: If they've lost their password, they can use the "Forgot Password" link on the login page

Notifications Not Received

If team members aren't receiving notifications:

• Verify notification is enabled: Check that the specific notification type is enabled for that team member
• Check contact information: Ensure the required information is provided:
  • Email address for email notifications
  • Phone number for SMS/WhatsApp notifications
  • Slack username for Slack notifications
• Delivery method: Verify the delivery method is correctly configured in their notification preferences
• Timezone settings: Check the team member's timezone settings if notifications are time-sensitive
• Email filters: Ask team members to check their spam/junk folders and email filters

Cannot Delete a Team Member

If you're unable to delete a team member:

• Your own account: You cannot delete your own account - ask another administrator to do it if needed
• Primary account holder: Some team members may be protected if they are the primary account holder
• Permissions: Ensure you have the necessary permissions to manage team members