Employee Change How-To (Users and Responsibilities)

From time to time within any organization, there are employee changes. Whether this is adding a new employee, or replacing an old employee, staffing changes in Vantaca are fairly simple. Roles and Portfolio types are already configured, and typically will not need to change. Below are the steps needed to add new users and set them up to be functional within Vantaca.

Create a New User

If this new User is replacing an old User, DO NOT EDIT THE OLD USER. Delete them. Editing the old user to your new user will change the Author for previous Action Items to your new user and you will lose the historic data. Deleting a User does NOT affect historical Action Items.

Note: Prior to deleting the existing User, it is best practice to add End Dates to their Responsibilities. This will ensure that the User is not included in any future or current displays or Action Items, but still maintains historical data. 

Deleting Users

Navigate to Settings > Users. Find the User that is no longer needed and click the X Delete button to the right of their information. 

Note: If you do not have the Delete button, you may need to adjust your Role Securities. 

Creating Users

Navigate to Settings > Users and click + New User.

From the box that opens, enter the following information

• User Name - Enter the user's User Name. Note that the User Name is not information that the user will need to know to log in, this is simply how their name will be displayed in the system. (Example: John Smith)
• Login - The login is the credential that your user will need to know for access to Vantaca. We recommend following the same naming conventions as your company email addresses so it's easy to remember. (Example: Jsmith)
• Password - Create a password for your user. You will need to provide them with this information, as it is not automatically sent anywhere.
• eMail & cellNumber - The Email and Cell Number fields are optional, but are used for communication purposes outside of Vantaca.

Click Update to save your User.

Give your User a Responsibility

In order for a User to log in and "do work" in the system, they must have a Responsibility. The Responsibility ties the user to their Roles and Portfolios, and allows Actions Items and Messages to flow appropriately. The method used to add a Responsibility depends on what kind of Responsibility they have.

The Employee has a shared responsibility (i.e. Customer Support, AP, etc)

The Employee has a unique responsibility (Manager, Portfolio-based Accountant, etc)

The Employee has a Shared Responsibility

If your User has a Responsibility that exactly matches other employees in your organization, such as Customer Support or an AP processor with the All portfolio, simply click the DropDown Arrow next to your new user and click "+ Assign New Responsibility".

Select the shared Responsibility, Assign a start date (end date is not recommended.), and click Update. This User is now finished!   

The Employee has a Unique Responsibility

If the user has a responsibility that is not exactly like another employee, such as anyone that is portfolio-based, you will need to create both their portfolio and their responsibility.

Note: If your new employee is replacing a previous employee with the exact Portfolio/Responsibility, you CAN edit the Portfolio and Responsibility rather than creating a new one.

Adjust/Create the Portfolio

First, navigate to Settings > Portfolios.

• You can EITHER
  • Edit the Old User's Portfolio and change the name Click New Portfolio
  • Create a NEW Portfolio.
    • Click New Portfolio
    • Enter the Portfolio name. It is a best practice to name the Portfolio something that will be easy to distinguish later, including their job function. (Example: "Manager - Bob" and "Regional Manager - Bob" is better than having two Portfolios named simply "Bob")
    • Select the Portfolio Type from the dropdown.
  • Click Update
    

• Add Associations to the Portfolio (if needed) by clicking the Drop Down arrow and selecting the appropriate Associations.

• Click Save Changes.

Create the Responsibility

Note: If your new employee is replacing a previous employee with the exact Portfolio/Responsibility, you can edit the Portfolio and Responsibility rather than creating a new one.

Navigate to Settings > Responsibilities

• You can EITHER
  • Edit the old User's Responsibility
  • Click New Responsibility
    • Enter the Responsibility name.
      Note: It is a best practice to name the Portfolio something that will be easy to distinguish later, including their job-function. (Example: "Manager - Bob" and "Regional Manager - Bob" is better than having two Portfolios named simply "Bob")
    • Select a Role for the Responsibility. This will not only assign Action Items to them, but will also determine what pages and buttons they have access to.
• Click Update
• Click the Drop Down arrow next to your newly created Responsibility

• Add a User
• Click Assign New User
• Select the User you created at the beginning of this process and click Update.
• Add a Portfolio
• Click Add Portfolio and choose the Portfolio you created in the last step. Click Update.
• Optional: Select Individual Associations

This tab is useful in two basic scenarios:

• If your User will need a specific association that falls outside their normal portfolio
• Example: A new manager wants access to Presidential Valley while they are training
• If your User only works in one or two associations
• Example: A concierge or On-site Lifestyle Coordinator

This will save the time of having to create a portfolio for someone that may only need access to a single--or a few--associations.