Users

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 window will open on the Search window, showing a list of Active users.

The filter to the top-right can be used to show inactive 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 the Marlin system.

In the Employee Number textbox, a company identification number can be entered, if applicable.

In the E-Mail textbox, an email address for the user can be entered, if desired.

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.

User Roles

To view or edit user roles, select System > Company > Security > Roles from the menu bar.

The Roles window will open on the Search window, showing a list of active user roles.

The filter to the top-right can be used to show inactive user roles.

Adding User Roles

System > Company > Security > Roles

To the top-right of the Roles Search list, click on the Add action button.

The Roles window will open on the Details tab, which contains a form for adding a new user role.

In the Name textbox, enter a name for the user role.

Use the Permissions checkboxes below to assign one or more permissions to the user role from the list of user permissions enabled in the Marlin system.

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

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

User Permissions

To view or edit user permissions, select System > Company > Security > Permissions from the menu bar.

The permissions window will open on the Search window, showing a list of available user permissions.

Enabling Permissions for User Roles

System > Company > Security > Permissions

From the Permissions Search list, open the desired permission in Edit mode.

The Permission window will open on the Details tab, showing general information about the permission, as well as a list of active user roles it can be enabled for.

To enable the permission for a user role, tick the relevant textbox in the Roles list.

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

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.

Changing User Passwords

The password for the current user can be changed by selecting Tools > Change Password from the menu Bar.

The Change Password pop-up window will open, prompting the user to enter their Old Password along with the New Password, which will also need to be confirmed in the Confirm Password textbox at the bottom.

To save the new password and return to Marlin, click on the Ok button at the bottom right of the pop-up window.

User Password Expiry

Marlin can be set up to force users to change their passwords after as specified number of days.

If expiring passwords are enabled, the user will be prompted to update their password a set number of days before it expires.

Once a password has expired, the user will be forced to update it before being logged in.

The number of previous passwords that the new password must be different to can also be adjusted.

To enable or edit expiring password settings, please contact the Megabus Support Team.

Resetting User Passwords

System > Company > Users

From the Users Search list, open the user in Edit mode.

The User window will open on the Details tab.

In the middle of the General section on the left, tick the Reset checkbox.

Save the changes to the user by clicking on the Save action button to the top-right.

The next time the user logs into the Marlin system they will still need to use their old password.

Once they have logged in, the Change Password pop-up window will open, prompting them to create a new password.

The user will need to enter a new password in the New Password textbox and the Confirm Password textbox before clicking the Ok button at the bottom right to log into the Marlin system.

The new password must also not be the same as the previous one.