Note for accounts using Sales Records: This article includes a Legacy components section with additional information that applies to your account.
In this article, you will learn how to add, configure, and remove users in AMS+. AMS+ supports a variety of user types, including in-house agents, commissions staff, downline agents, and administrative personnel. Security Groups control what each user can see and access, and are required for user setup.
Requirements
- You must be logged into AMS+ as an Agency User.
- You must be assigned to a Security Group with the Manage Users permission.
In this article
- Security Groups
- How to add a new user
- How to delete or suspend a user
- VoIP and SMS user settings
- Security user settings
- Legacy components
Security Groups
Security Groups determine what areas, data, and records your users can see and access in AMS+. Security Groups are required for user account creation and setup, and affect user pricing. Before adding a new user, you should go to My Agency Settings > Security Groups and make sure you have an appropriate Security Group for them.
For setup tips and best practices, take our User Security Groups & How to Add New Users course in the AgencyBloc Academy.
How to add a new user
The steps for adding a new user to AMS+ are the same for everyone. If the user needs access to VoIP or SMS features, make sure you review and edit their user-specific VoIP/SMS permissions and settings once they're in the system.
To get started:
- Go to My Agency Settings.
- Find and open the Users setting.
- On the Users page, select the Create New button.
- On the Edit Users page, find the New User section and add the person's first name, last name, and email address. Make sure the Active User checkbox is checked or they won't be able to log in.
- In the Login Info section, create a new username and make sure the time zone is set correctly (it defaults to Eastern Standard Time).
Don't worry about setting a password — a temporary password will be sent to the new user via email at the end of setup.
- In the Security section, select and assign a Security Group to the new user.
The Security Group determines what the user will be able to see and do in AMS+.
- If the user will be a Servicing Agent or will be sending Rx Collect requests with SOAs, add their Agent Record to the Linked Agents field.
If their Agent Record doesn't show up in the type-to-search list, you may need to create a new Agent Record for them.
- If the user is an Agent CRM User, add their Agent Record to the Accessible Agents field. This also applies to Agency Users that belong to Security Groups with record access restrictions.
If their Agent Record doesn't show up in the type-to-search list, you may need to create a new Agent Record for them.
- If the user needs to be able to see and work Activities with other users in a group, assign the user to a Team.
- If the user needs to be able to view other users' Activities on the Dashboard or AMS+ Calendar, first select the View Other Users' Activities checkbox. Then, choose the users whose Activities you want to make visible by checking the box next to each of their names.
- When ready, select the Save & Email Login Info button.
If the user needs access to VoIP or SMS features
- Go to My Agency Settings > Users and select the Sales tab.
- On the Account Users > Sales tab, select the ... button next to the user you want to edit.
- On the VoIP/SMS tab, review the user’s settings and update accordingly. See this section for more details on each setting.
- Select the SAVE UPDATE button when you're done making changes.
How to delete or suspend a user
You can permanently delete users from My Agency Settings > Users. All you have to do is access the user in question and delete it.
Note: Deleting a user will remove it from all dropdown menus in AMS+, as well as any Automated Workflows that have actions to create and assign Activities to the user.
If you want to temporarily suspend a user, uncheck the Active checkbox. Please note, the user will be inactivated but can be reactivated after a 14-day cooldown period.
If you just want to remove a user from Activity dropdowns without inactivating, contact the Support Team at help@agencybloc.com.
VoIP and SMS settings
Text Messages Are Allowed Between: Determines when the user is allowed to send SMS text messages from AMS+. The default times are between 8:00 a.m. and 7:00 p.m. (based on the user's time zone in My Account > My Info > Time Zone), but can be customized. Learn more about texting in AMS+.
User Can View Messages Tab (Account Wide Voicemails, SMS, Recorded Calls): If enabled, the user can view the agency’s call history, listen to voicemail and unassigned call recordings, and view SMS text messages on the Communication History page.
Agent Can View All SMS Messages (Account Admins Always Have Access): If enabled, the user will see all SMS text messages in Communication History > Text Messages. If not, the user will only see messages for VoIP phone numbers they’re assigned to.
User Can View Missed Calls: If enabled, the user will be able to access Communication History > Recents and view missed calls by selecting the Missed Calls option in the Phone icon menu.
User Can View Unassigned Recordings: If enabled, the user will be able to access the Communication History > Recordings tab by selecting the Unassigned Call Recordings option in the Phone icon menu.
Security user settings
Security Groups: A Security Group is a set of permissions that determines what users can see and do in AMS+.
Linked Agents: A Linked Agent is a connection between a user account and their Agent Record that ensures their assignments to Individual Records are consistently maintained.
Accessible Agents: An Accessible Agent is a connection between a user account and their Agent Record, allowing the user to be associated with Group, Individual, and Policy Records. Typically used to restrict the user's access exclusively to Group, Individual, and Policy Records that pertain to their book of business.
Team: Teams are a way to assign Activities to a group of users. In addition, administrators can display notifications on the dashboard for a specific Team or Teams.
View Other Users' Activities: This option allows the user to view other users' Activities on the Activities dashboard and calendar.
Legacy components
The following content applies only to accounts still using Sales Records. If you're unsure whether this applies to you, check your subscription package on the Subscription page. Accounts on Enhanced Records will show a package type that includes "+ Enhanced Records" (e.g., Accelerate + Enhanced Records). If your package does not include "+ Enhanced Records," this section applies to you.
Legacy components in this section:
- Sales Record user settings — accounts using Sales Records
- Sales Enablement Visible permission — accounts using Sales Records
Sales Record user settings
The following settings on the Account tab apply to accounts using Sales Records.
User Can Download Reports: If enabled, the user can download Sales reports, including Custom Sales Reports.
Calendar Link: A link pointing to the user's Appointment Schedule. Only shows if the user is assigned to an Appointment Schedule. Learn more about Appointment Scheduling.
Custom Fields: Four optional fields for tracking agent or other user-specific information, like NPN, Birthdate, etc. These custom fields can be renamed in My Agency Settings > Optional Features > Custom Agent Fields.
Record Access: This setting controls which Sales Records the user can see. The user can either see all Sales Records in your account or only records that are assigned to them.
Agent Dropdown View: This setting controls whether the user can see and select only their own user profile as an option in agent dropdowns on Sales Records or all users in your account.
Record Type Access: This setting controls what Record Types the user can view and what they can do to Sales Records of each Record Type. The user can be assigned different permissions for each Record Type: View, Add, Edit, and Delete. Learn more about Record Types.
Sales Enablement Visible permission
To access the Sales permissions for a user in My Agency Settings, you need to be assigned to a Security Group with the Sales Enablement Visible permission.