User Profiles

Marlin Tyre and Mechanical Workshop Software allows different users and user roles to be set up with varying levels of access.

A user's level of access to Marlin is determined by their assigned Roles, which determine what permissions are enabled for them.

To view or edit users, select System > Company > Users from the menu bar.

The Users module will open on the Search window, showing a list of active users.

Adding Users

System > Company > Users

To the top-right of the Users window, click on the Add action button.

The add window will open on the Details window, which contains a form for creating a new user.

The General section on the left is used to specify information about the user.

Use the Type filter to select the user type:

• Normal users are individual user profiles. Even if someone does not usually log into Marlin individually, creating a Normal user profile allows them to be assigned as the sales person on bookings and transactions using Shared user logins.
• Shared users are shared logins that can be used where a Marlin client is used by multiple staff members (e.g. a "Front Counter" log in).

• Integration Partners are used to give third party services access to Marlin.

In the Name textbox, enter a name for the user as it will appear within the Marlin system.

In the Username textbox, enter the name the user will use to log into Marlin system.

In the textbox,

An Employee Number and E-Mail address can be entered can be entered in the fields below, if applicable.

For Normal users who usually log in with a Shared account, the Notification Destination picker can be used to redirect their Comment notifications to the Shared User.

In the Password textbox, enter the password the user will use to log into the Marlin system.

The Reset checkbox is used to reset existing user passwords and should be left blank if a password is assigned during creation.

If discount limits are enabled, the Discount Limit picker can be used to select a discount limit group to apply to the user.

Use the Roles checkboxes to assign one or more roles to the user from the list of active user roles.

Leave the Active checkbox ticked to enable the new user within the Marlin system.

User Branch and Reporting Category settings can be set using the lists to the right of and below the General section.

To save the user and return to the Search list, click on the Save action button to the top-right.

User Branch Settings

System > Company > Users > [User] > Details

The Branches list on the right is used to specify the user's access to different branches.

To enable the user to log into a branch, tick the relevant Login checkbox.

Once the user is activated, the Last Log In column will show the date the user last logged into the relevant branch.

To enable the user to be selected as a sales person for a branch, tick the relevant Sales Person checkbox.

To enable the user to be selected as a technician for a branch, tick the relevant Technician checkbox.

User Reporting Categories

System > Company > Users > [User] > Details

The Reporting Categories list at the bottom-left of the Users window can be used to assign a reporting group to the user, if desired.

To assign the user to a reporting group, click on the Reporting Group cell next to the relevant reporting category name and use the picker that appears to select a reporting group.

Shared Users

Shared user logins can be set up for when a single Marlin client is used by multiple staff members (e.g. a shared "Front Counter" log in).

To create a Shared user, set the Type dropdown to shared when adding a new user.

Shared users cannot be assigned to orders as salespeople or technicians, so individual user profiles still need to be added for any salespeople or technicians, even if they only log in using the shared user.

For auditing purposes, users are required to enter their individual user passwords when performing certain actions, such as editing master files or committing or cancelling customer or supplier orders.

When these actions are performed by a shared user, an Authorise pop-up window will open, prompting the user to select their individual user profile from a list of salespeople, and then enter their individual password in the textbox below.

In order to authorise these actions the user must therefore also be assigned as a salesperson at the appropriate branch.

Records of salesperson authorisations can be viewed in the Audit Logs of the relevant records.

Locked User Accounts

Users will be locked out Marlin after too many failed login attempts and will need to contact their system administrator (or other authorised user) to reinstate their access.

The Account Locked checkbox of the relevant user profile will become ticked and they will be unable to login until a user with appropriate permissions unticks it.

Unlocking User Accounts

System > Company > Users > [User] > Details

Users with appropriate permissions can unlock other users' accounts by opening their user in edit mode and unticking the Account Locked checkbox in their Details tab.