Adding Team Members

[toc]

Adding your Team Members to shopVOX

User Types

There are two types of users in shopVOX Pro.

user-types

Full

Full users have access to all of shopVOX Pro

There are typically owners, administrative staff, sales reps, managers.

You should create a Full user if that employee needs to do any of the following:

  • Create a customer
  • Create quotes and orders
  • Create and send invoices
  • Track sales leads

Your Pro subscription includes 1 Full User in the $99 base price.

Each additional Full user is $20 ea per month.

Important Note: Any time you add a user to your account – you will be billed the pro-rated amount for the month and your monthly subscription will increase by $20 for each Full user.

Schedule

Scheduling users are just names on a roster. I can assign them to workflow steps and account for them on my schedule.

Schedule users will not have a login to shopVOX – to access any data, they would have to be logged in under a different user account.

Schedule users are free – $0 per month.

Control what employees can see and do

User Roles

User roles are how you set permissions inside your shopVOX account.

You probably want to set what features different team members have access to.

You’ll want to add at at least one role for each User you add to your account.

There are a few default roles:

  • Sales – for all sales reps
  • Designer –  for your design staff
  • Production – for your production staff that don’t need to access anything but Jobs
  • Super User – complete access – for owners and managers who need to see and change everything

How to configure the user roles

What do the settings mean?

Full/View/None – these are generally used for data adding/modifying/delete access.

Full – Ability to  Add/Modify/Delete
View – Ability to Read Only
None – No access at all – does not even display to the user

Show/Hide options are mainly for UI elements if they can be displayed or not.

Show – Visible to the user
Hide – Hidden from the user

How to add a role for a team member

Pro Tip: You can also use the Roles to send notifications to groups of your employees. See the next section.

Keep everyone on the same page

Notifications

shopVOX will keep you well-informed about what’s happening in the shop. Setting up your notifications are key to this.

Notifications are sent when specific events happen inside shopVOX.

You want to be emailed when someone creates a new order. Or you want to alert your production manager when a new job is pushed to production.

Currently, there are two ways to send notifications.

shopVOX-notifications

Email

These are sent directly to a user’s inbox. Recommended for the most important events.

Push Alerts

These are sent inside your shopVOX app. They show up in the Alerts menu on the right hand side of your screen.

shopVOX-alerts-location

 

Which should I use?

First, you should look through the list of events on the notifications page. Think of your team and where they fall inside your company.

Start with the mission critical events – who should know immediately when these happen?

  • New Order Created?
  • New Job Created?

How to configure your notifications

This short video explains the process.

Step 1. Go to Account Settings > Notifications and click Edit at the bottom of the page

notifications-menu

Step 2. Pick an event. Would you like to receive notifications for that event?

notifications-enable

No? Uncheck the box in the Notify column.

All notifications on dependent on the Notify column – if this is not checked shopVOX will not send any notifications for that event.

Yes? Make sure to check the box in the Notify column.

Step 3. Choose how you’d like to send the notification – email or push alert (or both)

notifications-email-or-alert

Check the box for either Email or Push notifications or both.

Step 4. Choose who you’d like to receive the notifications

notifications-team-members

Want to send to a specific person? Select that person from the Staff column. The person would need to be added to your account.

Sending an alert to the sales rep for a job? Check the box for the SR column.

Want to send a message to all Production people? Choose the Production role from the Roles dropdown.

Want to know more about notifications?

Check out the documentation on Notifications