Users and Permissions

A user is a staff member who has a user account and therefore access to Activity Messenger. For example, an administrator or an instructor. The user's access will be limited according to the assigned permission.

To access user management, click on the menu to the right of your logo and select Users or under the Staff tab.

# Add Users

You can add a user with their email address. This user will need to activate their account to access your organization.

To add a user, click the (+) button.

You can add new users by sending an email invitation. Make sure invitations are accepted so users can access the platform. There are different permission levels, each offering specific access to certain platform features.

# Permission levels

Activity Messenger has several permission levels:

• An Account Manager has full access.
• An Administrator does not have access to billing. They only have access to the staff forms you have assigned to them. They can only add and edit users with Instructor or Guest permission.
• An Attendant is a cashier at the point of sale. They have access to the reservation module and customer billing. They can also view attendance lists, make course changes, and send messages. They do not have access to lists, templates, forms, or staff members. They have limited access to financial reports to allow them to close their register.
• A communications agent can send emails and SMS messages, and can create/manage message templates.
• An instructor cannot make changes. They can take attendance and send messages. They have access to the attendance lists and forms assigned to them, and to the messages they have sent or those related to their courses and forms.
• An Instructor (without messaging) cannot send messages.
• A Guest has no access. But you can CC them on emails and texts you send.

# Import users from Amilia

If you have an Amilia integration, you can import staff members as users in Activity Messenger. Each member will receive an email invitation. To add a user, click the Staff menu and select the Users option. Click the (+) button. Click the Import from Amilia tab.

# Update a user's information

Administrators and Account Owners can change a user's name and permission level. They can also resend the invitation email or revoke a user's access to your organization.

# Email invitation not received

If the user doesn't receive the email, it may be in spam. If so, ask them to mark the email as "junk" and drag it to their inbox. This will indicate to the provider that emails from this address are welcome.

If the email isn't in spam, the provider may have blocked the email address. This is a security measure when the address isn't known to the provider. The user can add activitymessenger.com to the list of allowed domains. Also add your domain if you have configured the From email address. Here's how:

• For Hotmail and Outlook, click the Settings menu (the cogwheel icon). Find the Junk Mail option and you'll see a list of allowed domains. Add activitymessenger.com to this list.
• For Bell and Sympatico, click the Settings menu (the cogwheel icon). Find the Security option and Block senders and domains. Add activitymessenger.com to the list of allowed domains.
• For Yahoo Mail, add a new contact with the email address info@activitymessenger.com or the sender's email address. This will tell Yahoo Mail that the email address is OK.
• For other providers, you can do a web search with the keywords allowed domains to find the instructions.

# Remove access

To remove access, open a user's information window and click Revoke. The user will no longer have access to your organization. However, they will retain their user account and will be able to access other organizations they manage.

# Test the different permission levels

You can test permissions by creating an account with a different email address. For example, invite yourself using your personal email address and assigning yourself the Instructor permission. Then, use a private browsing window to log in to that account.

To open a private browsing window in Chrome, click the (...) button and choose the "New Incognito Window" option.

Then switch between permissions and refresh the private browsing window to see the differences.

# Administrator

The administrator has certain restrictions. They do not have access to billing, staff profiles, or forms. However, the administrator can manage users. They can add instructors and guests. They cannot change the permission level of another administrator or account manager.

# Instructor

An instructor is often a coach or teacher. Their access is limited to forms, tracking attendance, and sending messages. They users can only access forms and attendance lists that are assigned to them and messages they sent or related to their classes. It is also possible to disable emails and text messages by choosing the "Instructor without messaging" permission.

You can edit the message on the instructor dashboard. For example, to include shortcuts or instructions. To do this, click the button above the user dashboard.

# Guest

Guests cannot access lists or messages. However, they can be BCC'd on emails or text messages sent by your organization. We therefore ask them to confirm their email address and mobile phone number.

# Send a message

With Activity Messenger, you can send emails and text messages to your staff. Create a new message and select the "Users" option. Choose the staff members you want to send a message to.

You can also BCC your staff on messages to your customers. Create a new message and select the BCC option. Select your staff members.

# Making cancellations and refunds

Cancellations and refunds require special permissions assigned to each Administrator and Attendant. Account Owners always have this permission.

Use the pencil icon to customize permissions.