I thought I would share with you some changes to the process and reiterate policy that will help make your lives easier. Vend user access will also be more easily to manage, from both a Regional and Global point of view.
1. Ability to give users access to specific outlets. Previously we only had the option of giving users access to one outlet in Vend, or ‘All Outlets’. A few months back, Vend software allowed the ability to specify the outlets the user has access to. i.e. Multiple London sites or Multiple Orlando sites. Please see a screenshot of how this works.
Setting this allows the ability to keep it simple for the user (i.e. not accessing all outlets) and removes the margin for error in that the users don’t put through a sale within the wrong outlet.
Please can you set users that require access to multiple outlets in this fashion going forward. If a person has ‘Admin’ access, then Vend defaults their access to ‘All Outlets’ which is fine. We will retrospectively be visiting ‘All Outlets’ users to ensure that they have only access to the specific sites they work out, going forward.
2. Vend cannot handle apostrophes in usernames. If a user with an apostrophe in their name puts through a sale, then in the sales history it comes up as the user who owns the account. So for example, Hayley found what looked like someone putting sales under her name at the ‘London Zoo’ outlet, put it was actually the user “Su’Di Khalif”. I will contact the London Zoo Site Manager, and change the user’s login name so that this doesn’t cause any further issues.
To this end, can you please ensure when setting up usernames, that you omit apostrophes from names – i.e. O’Neill would become ONeill or O Neill – etc.
3. Admin access for users. With regards to Vend user policy, unless users are directly involved in changing background set up and / or users in Vend, they do not require ‘Admin’ access to Vend. So even if John Wikstrom requested access to Vend and only wanted to view reports, he would only require ‘Manager’ access to Vend.
There are a number of users we have identified that have been set up with ‘Admin’ access to Vend, who do not necessarily require it. We will retrospectively be changing access of these users as we spot them. By the same token, if you spot a user that fits this bill, then please change them. If not 100% - you can always clarify with us by reaching out as vend@magicmemories.com. So on this basis currently within Magic Memories globally, only the internal Vend team (Amy, Rachael Simpson and I), yourselves (as Regional Vend Administrators) and Tech Delivery should have ‘Admin’ access (for hardware integration purposes). Again, if you get a request where you’re unsure which level of access to give, please reach out at vend@magicmemories.com
4. New functionality. Vend are on the verge of releasing new user functionality with regards to customising what the three levels of access (‘Cashier’, ‘Manager’ and ‘Admin’) have the ability to do. It is early days yet, Amy and I are testing this functionality and deciding how we’re going to set up the users. You won’t be directly involved in user customisation, but we wanted to give you a head’s up, and will communicate when we’ve finalised the set up. If you interested, you can read more about this functionality here:
https://support.vendhq.com/hc/en-us/articles/224864827-User-Roles-and-Permissions-in-Vend
Obviously any further questions or anything not clear – please reach out to us via vend@magicmemories.com