Establishing Users

Once you've set up your account, you will need to add users. To do this, make sure you're in the admin portal (denoted by the cogs icon).

 

Next, navigate to USERS.

 

If you've just set up your account, this page will be blank. Click ADD USER.

 

The ADD USER window will appear. To start, you must SET ACCESS LEVEL by selecting one of the following:

ADMINISTRATOR	TEAM MEMBER	VIEWER
Access to all admin features.	No access to the admin portal.	No access to the admin portal.
Access to all contacts features.	Access to all contacts features.	No access to the contacts portal.
Access to all events, and the ability to set themselves and others as event managers.	Access to all events, and the ability to set themselves and others as event managers.	Can access, manage and view any event they have been specifically set to access.
Can create new events.	Can create new events.	Cannot create new events.

 

Once you've selected their access level, you can type their email into the EMAIL textbox, then click CHECK EMAIL.

 

If this email is not already associated with a user in this org, the window will expand, and you can enter the contact details for this user in the relevant textboxes, then click ADD USER. Please note that the following fields are required: FIRST NAME, LAST NAME, TELEPHONE.

 

The user you just added will now appear in your user list. To continue adding people from your organization, click ADD USER.

 

As you add people, they will appear in your user list.

• ADMIN level users are represented in red.
• TEAM level members are represented in yellow.
• VIEWER level members are represented in green.

Please refer to the table above for more information on the distinctions between these categories.

 

When you add a new user, SeatRobot will automatically send them a welcome email with a temporary password. They should click the SETUP ACCOUNT button to get started.

 

For security reasons, password reset and creation links in user emails last for 60 minutes before needing to be reset. If your new user does not click their link in time, you can generate a new email and link for them by clicking on the email icon in their row on your user admin page.

Please note - your account will have a maximum number of users, based on your subscription. If you need to increase your user limit you can do so by attempting to add a new user. SeatRobot will prompt you to purchase a new user access subscription.

 

Alternatively, the user can themselves go to the SeatRobot Home Page, click SIGN IN (in the top right corner) and then select FORGOT YOUR PASSWORD? They will be prompted to add their email address and they will receive a password-reset email, allowing them to create a password and login for the first time.

 

Once you've added your users, you will need to establish a PRIMARY CONTACT.

To do this, navigate to MANAGE ACCOUNT.

 

Click the SELECT button next to PRIMARY CONTACT.

 

The SELECT PRIMARY CONTACT modal will appear. Check the circle next to the user you want to be your organization's primary contact, then click SELECT PRIMARY CONTACT. Please note, only users with admin permission will be included as options in this modal.

 

After assigning a primary contact, you can pivot back to the USERS tab.

 

If you click the icon on the farthest left of the users table, the EDIT USER modal will appear. To update a user's contact information, use the provided textboxes, then click UPDATE USER. 

To delete a contact altogether, click DELETE USER.

 

To update a user's permissions within SeatRobot, click the shield icon in their row under the ROLE column.

 

The ASSIGN ROLES FOR... modal will appear. To update the users permissions, uncheck the box of the role they are currently assigned to.

 

Check the box that corresponds with the permissions you want them to have. Then, click SAVE.

 

Once your organization has dozens or even hundreds of users, there are tools to help you find specific users quickly. The search bar will start narrowing people down as you start typing their name or email.

 

You can also click any of the following titles at the top of their columns to organize your list of users alphabetically within that category.

• FIRST NAME
• LAST NAME
• COMPANY
• EMAIL
• LAST SIGN IN
• DATE CREATED

 

You can check on the status of people who have not activated their account by navigating to ACTIVITY > USER ACTIVITY.

 

The people who have yet to activate their account will appear here.

People with a green number in the DAYS REMAINING column have a temporary password that is still valid. They should be advised to find their invite email and set up their account.

People with a red EXPIRED label in that column will need to be issued a new password. 

 

You can click either the green or the red buttons, and the RE-SEND TEMPORARY PASSWORD TO USER modal will open. Confirm that it's the correct email address, then click RE-SEND TEMPORARY PASSWORD. They will get an invite email at the top of their inbox.

 

Thank you! If you have questions about this process, or any other features in SeatRobot, please reach out to support.