User Settings

The User Settings screen displays fields that govern how a User accesses Acquaint and what functions and processes are available to them. Security settings such as passwords are also managed from this screen. The User Setting icon will only be displayed for Contacts that have a Contact Type of User.

Add A User

1. To add a new User click the New Contact icon.
2. Set the Contact Type to User, this will pre-fill the Company & Business Address from the Branch selected.
3. A User Settings icon will appear with the following options:

The following fields are available:

• Type - a User must be allocated a User Type, which governs access levels and determines functions and processes are available to them

• Department - group users by departments these can then be filtered on in the Diary screen. This will be remembered when leaving the Diary.

• Password - an optional password to enter when logging into Acquaint (strongly recommended)

• Password Change - used to specify if a User must change their Password after a specified number of days

• Startup Form - the initial screen which is displayed when logging into Acquaint

  • Home Page

  • Contact List

  • Property List

  • Property Presentation

• Language - currently only English is available

• Negotiator - indicates if the User is a Negotiator. If the User is a Negotiator you can specify whether they are a Sales, Lettings or Sales and Lettings Negotiator. If this option is set then the User will appear on the Process Outlook Emails screen when importing email registrations. For Acquaint websites the Negotiator setting determines which website registrations notifications are received via the website integration

• Signatory Change - indicates if a User can change the Signatory of letters from their details to those of other Users. This feature is useful for admin staff who produce letters on behalf of others.

• Display Messages - whether Internal messages (Toasts) are displayed.
• Suppress Email Processing - If you tick on the Suppress Email Processing option the Outlook Emails button will re-appear on the main menu and allow you to manually process your emails.
• Photo - attach a photo of the staff member to use in mail merging of letter and emails. When images are selected they will be copied to the Users folder on the network drive. The images will also be resized if they're over 350 pixels wide.
• Signature - store an image of a staff member's signature for use in the mail merging of letter and emails.
• Branch Manager - use this check box to indicate whether the User is a branch manager, this will be used by Acquaint only to notify them of switching on certain features.
• Licence Number - a licence number can be stored against a user. This may be useful for Irish customer wishing to store a User's Personal License Number.
• Sync. Diary - option to synchronise Acquaint's Diary with Outlook's Calendar, Google Calendar or Windows Live Calendar. Acquaint does not support sychnronisation with Apple icalendar but it is possible to synch appointments from Google Calendar and Windows Live Calendar to an iphone by adding the respective account to the iphone. Instructions on how to set this up can be found here
• Sync. Diary Level - option to synchronise Acquaint's Diary with Outlook's Calendar, Google Calendar or Windows Live Calendar for just your appointments (Just My Appointments), Everything At My Branch or Everything At All Branches.
• Text Colour- set your preferred text colour for the Diary.
• Background Colour- set your preferred background colour for the Diary.
• Home Pages Reminders - the reminders are grouped together into 8 headings which govern which Reminders are displayed on the Home Page
• Branch Manager - use this check box to indicate whether the User is a branch manager, this will be used by Acquaint only to notify them of switching on certain features.

Video

Change Password

1. To change your User Password click Find
2. Find your User Contact record
3. Click User Settings
4. Click Edit
5. At the Password field type your new password
6. Click Save

Disable / Expire a User

When a member of staff leaves you will need to disable their access, this is done by setting their User record to Expired.

1. Find their User record.
2. Click Edit
3. Change their Status to Expired.
4. Click Save.
5. A Change User Assign Records screen will appear. Optionally, you can select a User to reassign the Expired User's current Contacts, Properties, Tasks and Appointments to. Select a User and click Run or click Cancel and this won't reassign the records.

This will retain their User history but disable their access to the Acquaint software so they won't be able to login.

Delete a User

Unless the User has only just been added or doesn't have historical information stored against them it is not possible to delete a User so you would just need to change their status to Expired.

Video

It is possible to provide Users permission to edit but not to pay using the permission in Financial Options -> Process Tenant Payments