Adding New Users

Anyone with access to the Peoplevox WMS is called a User. The system administrator can set up a new user in the Users tab in the web app.

1. Click Add new.

2. In the Add new user dialog, enter the user's email address and their name as it will be displayed in Peoplevox.

3. You can assign a username and an initial password if you want, or leave these boxes blank and Peoplevox will automatically generate these for you.

4. Assign a Role for the user (see the remainder of this article for more details).

5. If required, assign a default system printer to the user.

6. Click Save.

The user will receive an email with their username and initial password. They will have to change the password the first time they log in to Peoplevox. The minimum password length is 12 characters, and passwords are checked against a list of the 10,000 most commonly used passwords to ensure that they are not easily guessable. We don't recommend using an email address for your password.

Contact your system administrator or support@peoplevox.com if you forget your password and it needs to be reset.

Please note: User names must not contain spaces.

Introducing Roles

Each user is assigned a role by the system administrator. A role is a combination of permissions; these control which software functions and data are available to users who are assigned that role. A number of different roles are supplied with Peoplevox to suit users with various levels of authorisation and responsibility:

• Picker - a basic level of access for a picker in your warehouse, allowing the user to view sales orders, pick from the actions assigned and make basic stock movements if required.

• Packer - a basic level of access for a packer in your warehouse, allowing the user to view sales orders, pack picked items and despatch them using the web app.

• Goods in - a basic level of access for a goods-in operator in your warehouse, allowing the user to view and receive purchase orders and register incoming stock into your warehouse.

• Returns - a basic level of access for a returns operator.

• Stock Control - a medium level of access for a team leader in your warehouse; contains all the permissions above with the addition of handling failed picking/goods-in actions and performing advanced stock operations.

• Reporting - a specialist role allowing the user to report on all the operations in the warehouse, with no editing rights.

• Customer Service - a specialist role allowing the user to handle returns, update customer data and check on sales order progress.

• Warehouse Manager - a high level of access for a warehouse manager; contains all the permissions above and the Advanced Actions, Sales Orders and Purchase Orders editing rights.

New roles can also be added to create other combinations of permissions if needed by your warehouse operation.

To view the permissions associated with a particular role, select that role in the Roles tab of the web app and click View. The permissions available on your company's Peoplevox account are displayed in the Edit role dialog. Users with certain permissions can click Edit in the dialog and change the permissions for that role by checking or unchecking the boxes. Remember to use the scroll bars to move down and across the list to make sure all permissions are selected as required.

Guidance on selecting roles and permissions

The assigning of roles and permission to users will depend on the size of your business and how you want to organise control of the warehouse operation. If you are just starting up then it's likely that you will have a small number of users who need to be able to perform most of the warehouse functions fully, in which case they will need high levels of access and therefore should be assigned roles where most permissions are granted.

As your business grows, you may employ more temporary and contract staff to work in the warehouse. It would be sensible to initially assign these users to roles that restrict their permissions so that they can perform the basic functions but cannot change information that already exists on an order or despatch. Remember that you can reassign a user's role at any time as they become more experienced or as their duties change. Roles are also site-specific, so if you have more than one site in your WMS, then you can distribute roles between the sites to suit the structure of your operation.

In general, we recommend that you configure the permissions for a role and then leave them unchanged. If you want to change a user's access to Peoplevox, it is better to assign them a new role rather than adjust the permissions directly, as this change will affect all users assigned to that role.

The remainder of this article describes the effect of each permission and indicates when the permission is required. Most permissions are generic and apply to multiple functions in the software, but a few are specific to a single function or feature.

Security

Some areas of the web app are more likely than others to contain potentially sensitive information. You should carefully consider what data each role really needs, and provide each user with a role that provides them with the minimum level access that they need. The following list is not exhaustive, but provides some examples of areas of the application worth reviewing in detail:

• The Outbound Goods tab will contain customer data necessary for processing orders

• The Inbound Goods tab may contain records of purchase orders to your suppliers, including cost prices

• The Roles and Users tabs will contain basic information about other system users

• The Event logs tab of the Integrations module may contain transaction logs, including inbound and outbound calls between Peoplevox and other integrated systems

Web app permissions

The permissions for the web app relate to each of the tabs available on the left hand side of the web application. Read and Edit permissions are available for all tabs, while some tabs have additional permissions that can be selected which may be specific to that tab.

Mobile app permissions

The permissions for the mobile app relate to the actions that are available to the operator when using the app.

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