Give Access to a Client

When you have finished creating a client, you and your authorized employees are the only ones who have access to that client's data. There will be times when the client will need to update their information. By providing them with external access, you maximize your chances of ensuring that their data is accurate, hence the advantage of granting them this access.

To create a new client, in the Point of Sale, click the red + in the Client menu.

If the client already exists, in the Point of Sale, you can access the client profile by clicking the blue pencil icon next to the Client name.

Start by adding Contacts associated with this client. You will see where to do this in the appropriate section at the bottom of the page. Click on the +New button. GEM-BOOKS will display a small window.

In the next window, you will need to fill in the following information:

• Name;
• Type;
• Newsletter;
• Title;
• Email;
• Phone;
• Cell phone.

All other fields are optional, but fill them in anyway if you have the necessary information.

Then click Save to complete the process of adding this contact to your client file.

Note: In reality, when we talk about “giving access to a client,” we are referring to allowing a “Contact associated with this client” to access the system.

You now need to grant access to the platform for this contact. Reopen the client file, in the Contacts associated with this client section, by clicking on Name, and click on the small key next to the Save and close button.

The window that appears this time allows you to specify access and send an email to the contact. Fill in as many fields as possible with the data you have. The first two fields are automatically filled in by the system: “What type of user do you want to give access to?” and “Enter the first or last name and select the person.”

The “Choose the role for this user” field is also filled in and does not offer any other choices, as the contact is always a client. The following fields are mandatory, but they already contain the necessary data, based on what you provided at the beginning of the process. The next field allows you to limit the contact's access to a specific IP address. This is optional, but it is always best to fill it in.

It is also possible to restrict access to a single branch. Then click on Save and send an email.

A small bubble will inform you that the registration was successful. You can close the file. By clicking on the contact again, you will see a window containing all the information about access:

• Choose the role for this user;
• User code;
• Email;
• Cell phone;
• Limit access to this IP address;
• Access key for using the REST API.

Click on the envelope button. The tool will inform you that the email has been sent.

That's it, you're done. The client will receive an email notifying them that their user code has been created and inviting them to log in to finalize the process by setting their own confidential password.