Managing Roles, Users, and Employees


This article explains how to manage, create, and edit user roles, individual users, and employee records in EMDECS.  EMDECS provides powerful, flexible tools for managing your employee and user permissions.
Service technicians only require an employee record to be created, and assigned the technician license.  Other types of users, such as service managers, administrators, or bookkeepers, require both an employee record and their own unique username.

Role Manager

Roles are an efficient way to define access permissions to groups of users.  For example, you may have bookkeepers who require access to the Financial Manager, but should not have access to modify units or access service manager screens.

To create roles open Administration User AccountsRole Manager.


Create a New Role

To create a role, click New Role.


Enter a name for the role, a description, and an effective date.  The expiry date and notes fields are options.

Click Create to add your new role.

Edit Roles / Permissions

After creating a new role, you will be in edit mode.  The "Editing In Progress" text will be displayed until you are done configuring the new role.


To define the role's access and permissions, software packages need to be added.  Open the Security tab then click Add Software.


The software package acts as a base list of permissions for the user.  For example, if you wanted to create a role for a lead tech that allowed them to modify repair orders with limited access to modify units or add/change customers, you could add the EMDECSManager software, then remove specific permissions.

For this example, I'll select the Financial Manager software package.

Highlight the appropriate software, then click Add.

You can repeat these steps to add additional software packages to the role.


If software packages are added in error, they can be removed by clicking on the Delete links.


After adding software, you can restrict the user's permissions in the Access Controls section..

From the Features And Actions tab, you can disable specific permissions.  For example, you may want to disable options that allow your accounting staff to create, delete, or update work required on units by clicking on the appropriate Disable links on the right-hand side.


Example of disabled actions:


The Screens tab displays the default screens that are available to users with the selected software package(s).  To limit this roles access to certain screens, click on the Disable links.


In this example, I've disabled the role from being able to access reports:


Individual reports can be disabled from the Reports tab.  For example, you may want to hide corporate financial reports from shop managers so they can only be accessed by your finance team or company owner(s).


Dashboards can be disabled from the Dashboards tab.


Approve Changes to Roles

When you've finished customizing a role, click Approve Changes.


Approved roles have a Modify button that can be clicked on to enable editing.


User Manager

Use the User Manager screen to setup and edit system user records, as well as to assign roles and locations.

To manage users, open AdministrationUser Accounts User Manager.


New users are typically billable, or required additional software licenses.  To have additional users added for you, please contact or call us at 1-888-205-8817.


Search for Users

From the User Manager screen, you can search for and edit user details.

A Show/Hide Advanced Search button at the top allows you to display or hide additional search fields for specific locations, job titles, or roles.

Putting a check next to "Show Inactive Users" will display old user accounts that are no longer in use.

Edit / Disable Users

User details may be edited or users can be disabled by clicking on the Edit and Disable buttons.  Disabled users display and Enable button instead.


Clicking Edit opens the following screen where you can edit the user's details.  Click Save / Exit to save any changes.

When you Disable a user, it will remove all roles and software from that user, allowing them to be reassigned. 
In addition, if you are disabling a user because it will no longer be used, such as if an employee is leaving your company and you wish to create a new login, best practice is to also change the password for the user. If you have the password associated with the account, log in as this account and click Preferences. Then you can change the password by filling out the Current Password, New Password, and Confirm New Password fields and clicking Change Password
If you do not have the associated password, you can still change the password by submitting a Forgot Password request from the login screen. Having multiple accounts related to one email address will not impede this process. Simply click on the desired user name in the email to change the password for that user.
If you do not already have access to the inbox of the user's associated email you can use an admin account to edit the associated email address to one you have access to. 
If there are any issues with this process, such as the Forgot Password email not arriving in your inbox, please contact our Customer Experience Team to have us manually change the password.

Assign Roles, Software, and Permissions

User roles, software, and access control overrides can be configured from the Security tab.

Add Role

If your organization uses roles, click the Add Role button to set the user's access based on their role.


Select the appropriate role list the pop-up window and click Add.


After adding the role, all applicable software packages and access controls will be added automatically, as per the role's configuration.

Add Software / Permissions Without a Role

Alternatively, instead of creating and assigning roles to users, users can be configured individually by adding the appropriate software packages.  This provides users with all of the standard screens and functions based on the software licenses purchased.  For smaller organizations, or organizations that do not want to limit access for groups of users, this is the simplest method to configure your user accounts.

To add software to an individual user, click Add Software.


Select a software package then click Add.


The software package will populate the Access Controls section with the appropriate Features And Actions, Screens, Reports, and Dashboards that are included in the software type.  For example, the EMDECSManager package includes of the standard features, screens, reports, and dashboards that are typically used by a service manager.  Specific permissions and access can be disabled on a per user basics from the appropriate tabs in the Access Controls section, just as they would be configured for user roles.

You can repeat these steps to add additional software for the user.  If software is added in error, click the red X to remove software.


Restrict Repair Locations

Users can be restricted to specific repair locations under the Regions/Repair Locations tab.

Note:  If left blank, the user will have access to ALL repair locations.  Use this feature to restrict the user to specific locations.


Type in the location name, or click the magnifying glass to open an advanced search window, enter an effective date, then click Add.

Restrict Warehouses

Note:  If left blank, the user will have access to ALL warehouses at any repair locations they can access.  Only use this feature to restrict the user's access to warehouses.


Type in the warehouse name, or click the magnifying glass to open an advanced search window, enter an effective date, then click Add.


Employee Manager

Use the Employee Manager to setup and edit records containing employee information, specifically for those who require an employee type or location designation, such as service technicians.

To manage employee records, open Administration User Accounts Employee Manager.

Search for Employees

You can search for existing employee records by entering all or part of their employee number, name, or email address in the text field and clicking Search.  Putting a check next to "Show Inactive Employees" will display former employees that you have made inactive.


Add a New Employee

To add a new employee, such as a new service technician, click on New Employee.


Fill out the New Employee form and click Create to add the employee's record.

Only an employee number, last name, and start date are required.  All other fields are optional.  For service technicians, ensure an hourly cost is entered for accurrate labour cost and profit and loss reporting.

Edit or Disable Employees

Existing employee details can be edited by clicking the Edit button.  To disable an employee, click Disable.  Disabled / inactive employees will display an Enable button instead.


General employee information, such as their address(es), licenses, contacts, phone numbers, etc., can be entered under the tabs highlighted below.  Add buttons with a green plus are displayed at the top right-hand corner under each of the tabs.  This information is stored for general reference.


Assign Software / Permissions to Employees

Software can be assigned to employees (such as service technicians or cashiers) under the Security tab.

Click Add Software.


Select the appropriate software then click Add at the bottom of the screen.

If you require additional licenses, please contact or call us at 1-888-205-8817.


After adding software, the employee's access to features, screens, reports, and dashboards will be listed in the Access Controls section.  Specific features can be disabled for employees, just as they can be disabled for users, as described in the user management section above.