Define User Roles

If you’re a single appraiser with no other staff, you can skip this section of the user guide.  However, if you have multiple staff members (appraisers, apprentices, office admins) that are using WinTOTAL and XSite Business Management functions, your first step is to build user accounts for each member of your staff, and assign a role to each.  Once their user accounts are established, each appraiser can link their copy of WinTOTAL to the corporate XSite.  Now, each staff member can only see their own order tracking information in XSites and WinTOTAL. This helps keep sensitive data like accounting data or appraiser fee split data in the hands of the right people.  To create user accounts and apply the appropriate roles and privileges:

1. Log into your XSite, hover your cursor over My Office and click User Management in the toolbar that appears. 
2. Click Add User to create a new user account, or click any existing user’s name in the list to open it for editing. 
3. In the User Information section, choose the appropriate role for this user from the Type drop-down menu. 
4. Scroll down to the User Privileges section and add or delete any of the privileges.
5. Make any other changes to the user account you feel are necessary and remember to click Save when you’re finished.

		Note: The user account flagged as the “Admin” does not have a User Privileges section.  By definition, the admin has access to all facets of your XSite.

For more information about your XSite’s User Permissions, see the User Privileges section of your XSite user guide.

 

User Privilege Definitions

Ultimately there are 4 possible options for user types and each has its own set of abilities and permissions. 

• Appraiser – Has access to Online Ordering, Payments and Credit Card Processing and Vault.
• Office Manager – Has access to Accounting and Order Management, Payments and Credit Card Processing and User Management by default.
• Trainee – Has Online Ordering access only.
• Other – Allows you to choose your own permissions manually.

As you’re editing your profiles and defining the roles of the users in your XSite, you should notice that the User Privileges section of your user accounts automatically fills itself out based on the role you choose.

Here’s a brief description of the abilities that each privilege provides:

• Accounting and Order Management – This privilege grants access to office level details about orders, order distribution, accounting, and invoicing.  As it’s intended for an owner or office manager, you should only assign this privilege to someone who you intend to have access to all the business and financial data for your company.
• Contact Management - While any XSite user that you create can view your contacts, you have control over who has the right to edit them. Check this box to grant a user the right to edit your contacts in XSites and WinTOTAL.
• Online Ordering – This privilege allows a user to receive online orders.  While this privilege also allows an admin user or office manager to farm out orders to an appraiser, by enabling this privilege, the appraiser’s name becomes available for selection by a client on your online order form.
• Payments and Credit Card Processing - By enabling this feature, you grant access to the accounting, invoicing, and credit card processing features of your XSite.  By default this option grants appraiser level access to each of the features mentioned, but when coupled with the Order Management privilege, a user can access and manage the accounting, invoicing, and credit card processing data for the entire office.
• Vault – Allows the user to use the Vault link in My Office to automatically log into your Vault account.
• Wizard – This permission grants a user the right to edit the look and design of your website. As such, you should only grant this privilege to a trusted site designer in your office.
• User Management – By default, users can always access and administrate their own user profiles when they log into their XSite account.  By granting them this permission, you allow them to change any of the profiles in your XSite.  Only grant this permission to someone whom you trust to administrate the contact information for the staff listed in your User Management.
  
  

For more information about your XSite’s User Permissions, see the User Privileges section of the Appraiser XSite user guide.

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