Help CenterOrganizing your team effectively is the foundation of a well-coordinated operation. Whether managing a centralized team or coordinating technicians across different regions. A clear structure enhances accountability and improves coordination. With Caction, Admins can assign appropriate access levels while maintaining operational control and data security.
This guide will walk you through how to add team members into the system, including technicians and staff from different departments, as well as how to set their access levels to ensure secure operations.
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1. How to add a New User and assign Department ?
As an Admin, you can create individual accounts for each team member and manage their system access accordingly. Before you start adding a New User in system, it’s important to understand how User Account Types work in Caction. In simple terms, User Account Type determines what a User can see and do in the system.
For example, an Admin has full access to the system, including all schedules and jobs, whereas a Staff member can only manage day-to-day Jobs and see information related to their own assignments.
Caction has four main user types :
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Admin – Full access to manage users, settings, and all system data.
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Sub Admin – High-level access within their department, but not full system control.
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Staff – Can handle day-to-day tasks like managing jobs and submitting forms.
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Associate User – Limited access, usually for external users or partners, only able to view or submit assigned tasks.
Understanding these roles first makes it easier to assign the right access when you add a new user. Now, ready to add a new team member?
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Once you have entered the required details to add a New User, make sure to assign them to the correct department. Under the Staff Category field, select the required department for the User. You can also assign a team member to multiple departments if needed.
Click here to organize your teams by department : How to add a New Department?
2. How to Set Access for the New User?
Security and efficiency are crucial. For instance, you may want your Technicians to view and update job progress but prevent them from changing system settings or accessing sensitive data.
Caction helps you to configure access permissions to suit each role’s responsibilities. As an Admin, you have multiple options to set these permissions based on your needs:
- Copy Account
Use this option when a New User should have the same access and permissions as an existing Staff member. Instead of setting up their permissions from scratch, simply copy the account of the staff member with the same role to save time and ensure consistency.
Click here for a step-by-step guide : How to use Copy Account?
- User Account Customization ( UAC )
Use this option when you want to configure and manage New User access and permissions based on roles and responsibilities. UAC allows you to define what each staff member is allowed to do in the system. For example, Technician shouldn’t be able to delete or create certain items in system. As an Admin, you can set these specific permissions, called “Flags” on the User Access Control (UAC) page.
Click here to learn more about User Account Customization :
- UAC Policy
Use this option to create standardized User Setting configurations that can be quickly applied to new users or existing users moving to different roles. In simple terms, if you have an existing access and setting policy, you can select one or more users, apply the policy, and save. Their access will then be set accordingly. You can create multiple UAC Policies for different roles.
Click here to set up your own UAC Policy: How to set UAC Policy?
Caction is built to simplify workforce management for Admins. Tools like Copy Account and UAC Policies make it easy to add or replace Users quickly, so Technicians can start working with the right access immediately, while you keep full control over system security.