User Management

Summary

This guide has described the following areas

Finding out how many licences you have
Finding out which users have already be allocated licences
Creating and configuring a new user
Saving changes to a user profile

-A video guide to create a new user in eKeeper CRM

How to create new users

This guide will show you how to create new users in your eKeeper CRM. In order for your staff members to have access to your CRM they must be setup as a user in the system, each user must also have a license assigned to them before they can continue to doing any work with the system.

Checking whether you have enough licences

Before a user can access the full functionality of eKeeper CRM they must have a license assigned to them. This section will show you have to check which users have been assigned licences.

To begin login to the system and click the System Settings link that appears in the top navigation bar from any page (figure 1).

Figure 1 - Top Navigation bar

You should now see the system settings menu (right). Look for the Manage Your Users section and click the Maintain MortgageKeeper Licence link (figure 2)

Figure 2 - Manage your Users section

System Settings Menu

Assigning a license to a user

You should now see the Maintain MortgageKeeper License Page (right). This page lists the users that have already been setup in your eKeeper CRM, Note that there are checkboxes next to each user listed, Simply check the checkbox next to the user you wish to assign a license to.

Figure 3 - User with assigned license

Once you have allocated your licences hit the Update button to confirm your selections. The update button appears in the bottom navigation bar.

Figure 4 - Update button

How many licences to I currently have?

Beneath your list of users you will be able to see how many licences you have in total and also how many have been allocated (Figure 5).

Figure 5 - Total licences Allocated and unallocated

Maintain MortgageKeeper License Page

(note we have blanked out user credentials above to protect their identities)

Finding your user list

Now that you know how to check your licences and how to allocate them to users. The next thing you need to learn is how to find your user list.

To begin make sure you are logged into your eKeeper CRM. Next click the System Settings link that appears in the top navigation bar from any page (figure 6).

Figure 6 - Top navigation bar

What is the user list?

The user list is a list of users that are currently setup in your system. Each user can be active or inactive and also be allocated or unallocated a license.

User Details Panel

The user details panel provide options for basic setup of your user. Here you can enter the desired User ID for the user, as well as contact details.

Figure 9 - User Details Panel

User Details Panel Explained

Below is a list of the fields available in the User Details Panel. We have highlighted the minimum information that you should ensure is filled out before you finish setting up the user.

User ID - This is the ID that your new user will use to login with
Forename - This is the first name of the staff member you are setting up as a user
Surname - This is the first name of the staff member you are setting up as a user
Password - This is the password that the staff member will use to login with.
Confirm Password - Please repeat the password above to show the system that you are not a robot!
IR Number - Your internal reference number
Active User - Here you can check the user on as active or not. If the user is not active, then they will not be able to login to the system.
Letter Signature - Enter a salutation to end the staff member's letter with e.g. kind regards their name. This can be used later to populate correspondence, automatically.
Daytime Phone - The staff members daytime phone number
Evening Phone - The staff members evening phone number
Mobile Phone - the Staff members mobile number
Fax - the staff members fax line
Email - The staff members email address
Branch - The branch this staff member is associated with (Branch configuration required)
User Group - This is the user permission group that this user is assigned to, note that this will determine what the user can see and do in the system. (Permissions are configurable by system administrators aka superusers)
User Team - This is the Team that the new user will be assigned to.
User Team Rota Order - This represents the lead order number for this user (requires lead handling functionality to be setup)
User Role - This determines, how the new user can be added to products i.e. as an adviser or as an administrator (or both)
Participant Link - Here you can link your new user to an existing participant, or a new participant.
Summary For User Default - The summary is the eKeeper CRM homepage. You can decide here who you want the

Tips

If you would like to learn more about user groups and permissions, please take a look at our users permissions guides.
If you would like to learn more about participants, please see our participants guide
If you would like to know more about commissions, please see our commissions guide.

Outgoing email setup panel

The Outgoing email setup panel provides options for you to link your eKeeper CRM with your email service provider. This will allow you to send emails out of eKeeper using your own

Figure 10 - Outgoing email setup panel

Outgoing email setup panel explained

Email signature - this box can be used to add your desired email signature, this can be included at the bottom of emails you send from eKeeper CRM
Document Library - The document library houses any logos or unchanging documents. These can be used to house email signature logos. These can then be inserted into your email signature
Email Reply Address - When your recipient hits 'reply' against emails you send them, the email they send will go back to the reply email address
SMTP Server - The SMTP server address of your email server
SMTP Port - The Port number used by your email server
SMTP Username - This is the username (usually your email address) that you use to login to your emails outside of eKeeper CRM
SMTP Password - This is the password that you usually use to access your emails outside of eKeeper CRM
SMTP Auth - This states whether your email server expects a SSL or TLS connection when sending emails from a 3rd party e.g. eKeeper.

Tip

If you would like to learn how you can setup your emails please see our Setting up Outgoing Emails guide. Additionally you can contact your email service provider to find out the settings you should use.

Note

Currently eKeeper CRM allows only outgoing emails to be sent. In coming emails will arrive back at your email client e.g. outlook, gmail etc.

Sourcing System Setup Panel

The sourcing system setup panel allows you to configure integrations with trigold.

Note

Trigold is a sourcing tool for mortgages and may not be applicable to your business depending on the type of business that you do. If you do not use trigold with your business you can leave these fields blank.

Figure 11 - Sourcing system setup panel

IMPORTANT

Although the sourcing system setup panel appears in the user profile, your system and individual user's machines will need to be configured by an eKeeper service desk representative.

Please contact: 01275 400 650 so that a member of the team can configure your user's machine.

SMS Settings panel

The SMS settings panel allows you to configure if your new user can send text messages from the system.

Figure 12 - SMS settings Panel

SMS settings panel explained

SMS Status - Set this to yes if you would like your staff member to send text messages from your cases to your applicants.
Sender Details - the sender details are what the recipient of your message sees before they open the message on their mobile phones
SMS signature - similar to an email signature, you can specify a salutation to end your messages with e.g. Kind Regards John Smith

Important

Please note that there is an additional charge per text message that is sent out from eKeeper CRM. These charges are collated and added to your monthly invoicing.

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