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Create and Manage Users in WashConnect

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WashConnect’s User function allows you to create employee accounts for use in WashConnect. Please follow this guide for creating and managing your users.

Overview

  1. Manage Users Overview
  2. Search for User(s)
  3. Manage Users Tools
  4. Creating a New User
  5. Assigning Wage(s)
  6. Assigning Finger Prints *optional*

Manage Users Overview

Manage Users is the main section where we can make, modify and terminate Users as needed.

  1. Log in WashConnect.
  2. Select Users > ManageUsers.
    This will load the Manage Users page and display all active users by default.

Search for User(s)

  1. The top of the Manage Users page will show search fields and tools for User management.



  2. To search for a User, simply enter the Username, First or Last name in the Search field.
  3. Click the Site drop down and ensure the site the User is assigned to is checked.
  4. Click the Security Level drop down and ensure the Security level assigned to the user is checked.
    a. Check all if you are unsure.
  5. You can also filter by Users who have Admin Cards or Mobile Access privileges by checking their respective boxes.
  6. Click the Search button to filter the User list to only the Users who match the above search criteria.

Manage Users Tools

The Tools section has buttons we will use to perform the following actions:

  1. Add button allows for adding a new user (more on this in phase 4).
  2. Edit button allows for modifying an existing user, you must click on the user before clicking this button.
  3. Terminate button disables the User’s log in credentials and removes them from the active user list.
    a. Terminated Users can be found by changing the Status list.
  4. The Delete Mobile Account option will disable the User’s log in credentials on the WashConnect Mobile Application only, they will still be able to log into the main WashConnect application.
  5. The Print button can be used to print a full list of Normal or Terminated Users.
  6. The Export button can be used to export the current list of Users shown in the Manage Users page.
    a. You can export to PDF or Excel file.

Create a New User

While WashConnect allows you to view and manage customers from either the local or corporate level of WashConnect, making a new user should always be done from the site level where the user is intended to work.

  1. Select Users > Manage Users
  2. Click the Add button to load the create user form.



    NOTE: Must save information in the four required fields indicated with a red (*) asterisk in order to be able to save a User.
  3. In the *User Name box, type the User’s name as they want it to appear in WashConnect.
    NOTE: When logging on WashConnect, the User will type their User Name in the User ID box.
  4. In the *Password box, type a password for the User to logon to WashConnect.
    NOTE: Secure password must be at least 8 characters long and contain at least 1 uppercase, 1 lowercase, 1 number and 1 special character.
  5. In the *First Name box, type the User's first name.
  6. In the *Last Name box, type the User's last name.
  7. For more information on each of the User fields on this form, see User Descriptions.
  8. In the PIN box, type in a 4-digit number if the User will access the Auto Sentry service unit screen.
    NOTE: This step can be skipped if this employee will not input or remove money from the Auto Sentry.
  9. In the Group box, click to select the highest level group list necessary for this User.
  10. After a group is selected, the Role table appears at the bottom of the Manage Users tab and lists the Security Roles available based on the Group selected for the User.
    See Organizational Levels for more information.
  11. In the Role table, click to select the Role boxes for the User.
    See Security Roles for more information.
  12. In the Allow Mobile App. Access box, click to select -or- click again to clear.
    The Mobile App Reports section appears.
    NOTE: Mobile Access feature is optional and validation is required by Technical Support. A User can connect to WashConnect from a mobile device, see Install WashConnect Mobile App.
  13. Click to select one or more reports the User can view via the mobile app:
    • Cars Washed
    • Data Comparison
    • Employees Working
    • Labor
    • Sales Distribution
    • Terminal Balances
  14. In the Allow Mobile Web Access box, click to select or click again to clear.
    NOTE: The Mobile Web is no longer supported by ICS; however, some sites still may be using this feature.
  15. In the Profit Center box, select a Profit Center from the list.
  16. In the Payroll ID box, type the payroll number for this employee received from your payroll company.
  17. In the Payroll Rate Number box, type Payroll Rate Number.
  18. In the Admin Card box, type the User’s Admin Card number.
    See Admin Card Setup for more information
  19. In the Cash Access (TNC) box, type the User’s Admin Card number.
  20. Click the Save button.
    The User is added to the list.
  21. After a Security Role is assigned to a User, access to the WashConnect menu items and buttons is limited based on the settings in the Security Role. For example, if you do not want the employee to have access to administrative buttons, you can make them unavailable by adjusting their security role privileges.

Assigning Wage(s)

  1. Select Users > Manage Users.
  2. Locate and click on the row containing the user we wish to edit.
  3. Click the Edit button to load their user form.
  4. Click the Wages button to load the user’s wage form.
  5. In the Wages box, type hourly rates for the User (employee) for each applicable Profit Center.
    NOTE: Select an hourly wage first before you can access the Default circular button.
  6. In the Default circular button, click to select a default Profit Center for the user to clock into.
  7. From the Corporate logon, in Commission Position, select a Commission Position for each site or select the Apply position to all sites box.
    –or–
  8. From the Site level login, select a position from the Commission Position list.
  9. In the Payroll Rate Code box, type in the code to assign. This is used for payroll exporting.
  10. Click OK, and then click the Save button.
  11. Click the next Save button.
  12. The User is now eligible for the Time Clock menu.

Assigning Finger Prints:

NOTE: Fingerprint readers are optional and additional fees apply.  Contact ICS sales. If adding fingerprinting abilities for users in WashConnect, a fingerprint reader is required.

You can add user’s fingerprint as a valid authentication type to verify the identity of the User for login to WashConnect and the Time Clock. You also have the ability to force use of finger print reader for time clock operations. The system prevents the same fingerprint from being assigned to multiple users.

NOTES:

  • Only an Admin users may have the required privilege to authorize a specified fingerprint reader to work on a specified machine and to interface with WashConnect. If the reader is removed and then returned, it will need to be authorized again before it may be used. A prompt will inform the user that the reader is not authorized, requiring a person with the proper privilege to enter their override code to authorize it.

Create and Manage Users in WashConnect

  • Only users who already have existing access to Security Roles can log on and manage other user roles. A user cannot assign a role above their level but only assign role(s) at the same level or lower to another User. (The Admin role is used in this example.)
  • Users must have wages assigned or attached to use the Time Clock menu.

Follow these steps to capture a Fingerprint for a user:

  1. From the Users menu, click Manage Users.
    The Manage Users tab appears.
  2. Click to select a User from the User list.
    The User is highlighted.
  3. Click the Edit button.
  4. Click the Fingerprint button.

    NOTE: The Fingerprint Button will only appear if a valid fingerprint scanner is connected and enabled.
    The User Fingerprints section appears.



  5. Select the finger you wish to register and then click the Register Fingerprint link. The Capture Print dialog box appears.
    NOTE: One fingerprint is necessary but you can set up more than one fingerprint from User Fingerprints. Register Fingerprint Capture Print message appears.
  6. Place the User’s selected finger on the reader as the Capture Print message indicates.


    A fingerprint captured successfully message appears.
  7. Remove finger from the reader and repeat as many times as WashConnect prompts you to.
  8. When message appears that finger was registered, click OK.
  9. Click the Save button.
    The fingerprint scans are saved. You can now log in to WashConnect, and use the Time Clock feature with a scan of the user’s registered fingerprint.

 

Please contact ICS Technical Support if any assistance is needed:

800-246-3469

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