Creating Staff and Activating Users

improveit 360 utilizes a combination of the Staff Object and the native Salesforce User record to manage Scheduling, Calendar display preferences, and User access. When setting up a new person within your organization, it is a best practice to first Create the Staff member, THEN locate the Inactive User and finish setting up the User and Activating them, granting them access to the system. This Article will walk you through that process. 

Note: If you are new to improveit 360, you will need to set your Staff Capabilities before Activating them as Users. 

See also: Ending Staff and Deactivating Users if you need to clean-up your Active Staff list. 

From the App Launcher menu, search for "Staff" and select the Staff object 

Be sure to check the "All" Staff List view to make sure you are not creating a duplicate Staff record. Use the down arrow to change which List View you are viewing. 

Best Practice: Always look for the person before creating a new Staff record! You want to avoid duplicates. 

• If the person you need to setup is not in the List, click the New button on the upper right side of the screen.
• If this person is already in your system, skip to the next step and setup their Capabilities. 

Enter the Staff Name and Start date and a Position Title.

If your organization uses Territory for scheduling, be sure to select all the Territories this Staff member should be scheduled for. 

Next, set the Capabilities for this Staff member. These settings indicate if this person should be assigned Sales Appointments (and for which Product Categories) or Project Appointments (and which Product Categories).

In this example, our new Sales Manager Stephen is only to be scheduled when the Contact is interested in Additions, Bathrooms, Basement and Kitchen. If the Sales Appointment is to discuss Service, Siding, Siding & Gutters or Insulation, Stephen would not appear as an available Rep on the Scheduling Calendar. 

Next, be sure to select the Create User checkbox to ensure a User record is created and you can grant them login access to the system. 

Finally, enter the critical contact information for this Staff member.

An Email address is required to setup the User record and grant this person access to the system. 

Save the Staff record! 

If you get the following Error message, your system is out of User Licenses. Contact improveit 360's Support Team to purchase more licenses. 

The Importance of Staff settings 

Sales Capabilities and Project Capabilities tell the system who should be available to schedule for each Appointment or Project Activity and ensures your scheduling team chooses the appropriate Sales Rep or Installer for the job. 

Service Capabilities are intended for future functionality. This section does not impact Sales Appointment scheduling or Project Activity scheduling. 

Show on Calendar ensures this Staff member is visible on the Calendar

Activating the User

Once you have Saved the Staff record, click the gear icon in the upper right corner of the screen

Navigate to the Setup menu 

In the search, search for the "Users" menu

Click on the Users menu 

Select the "All Users" list view and locate the User 

Next to the User you need to Activate, click Edit 

Be sure to set the Username for this person (we recommend using their Email address whenever possible). You can simply copy/paste the Email address into the Username field.

NOTE: If this Email address has been registered with another Salesforce account, you will not be able to re-use the email address as the Username. Simply add a period and a few characters after their email address.

For example: if the Username "[e-mail]" is already registered to another Salesforce Username, we can use "[e-mail].i360" instead. Keep the Email field as his actual email address. 

Be sure to set the User's Time Zone and Locale. 

Check the "Generate new password and notify the user immediately" checkbox. 

Add Permission Sets to the User

Note: AFTER you Save the User record, you will need to Add a Permission Set Assignment to the User.

All Users should have the Lightning Console and Minimum Access Permission Set applied. If your team is using the Production app and Gantt chart, they will also need the Production Basic or Production Plus Permission Set. 

NOTE: Based on the integrations your organization is using, your team might also need Permission Sets for applications like Einstein Activity Capture, Vendo, Twilio for texting, and others. Be sure Users have the Permission Sets applied that are appropriate to their role in your organization. 

HINT: If you are activating a User and there is someone already Active in the same role, check the Active User's Permission Sets and copy them for the new User. In the example below, our team is syncing their Calendar to Outlook using Einstein Activity Capture, texting with Twilio and the Production app so we have given the following Permission Sets:

• Lightning Console
• Minimum Access
• Standard Einstein Activity Capture
• Production - Plus 
• Twilio

The User will receive an Email from support@improveit360 (like the one below) and will need to take action to complete the setup of their User and login for the first time. 

Click the hyperlink within the Email. Note: This link will expire in 24 Hours! Be sure your User knows the email is coming and knows they need to click the link and create their Password. 

The system will prompt the User to create a Password and choose a Security Question and set the Answer. Once Password and Security Question are saved, the User will be logged in. 

The Security Question will be used if the User forgets their password and needs to reset it in the future.