Setting up a new user in RiTA

As an administrator, you can:

• add new users
• set user access and permissions
• set up email signatures and sign-offs

Adding a new user

Tip: If you have integrated RiTA with your CRM, it is recommended that you add new users to your CRM before adding them to RiTA. This will allow RiTA to prefill their details for you.

1. To add a new user, click on the Admin icon on the left navigation menu and select User Management. 
   
   Image 1: Accessing user management options as an admin user.
2. Click on +New User on the User Management page.
   
   Image 2: Adding a new user.
3. If the user has an existing profile in your CRM, click on the dropdown menu and select the user. If they are not in your CRM, enter their details manually.
   
   Image 3: Importing a user or adding a user manually.
4. When choosing the User Type, note that
   • A User can view and edit their own and their team members' information, as well as contacts set in the Mandatory Filters section.
   • An Admin can view and edit all contacts, invite and remove users. configure permissions, automations and filters, and access all reports and analytics
     

Setting user access and permissions

This is where you determine a user's access to automations and contacts.

List Automation Access

If you are setting up a new user (and not an admin), you can control their access to edit automations. For example, you can allow them to only edit their send schedule or the entire automation , such as the daily SMS limit. 

Mandatory Filters

These filters control which portion of the database a user can access. It is important to always set these, as it prevents agents from contacting other agents' contacts in a call list or automation. Mandatory Filters apply to both Basic and Advanced users, but not Admin users.

When setting up mandatory filters, it is important to use only one filter per user:

• Contact Category: This filter allows access to specific categories, such as 'Investor' or 'Owner', regardless of who the contact is assigned to in the CRM.
• Accessible By: Choose the contacts that the agent has access to. This could be the entire database or, in systems like Agentbox, contacts where the agent has 'Full Access.'
• Owned By: Select contacts where the agent is the primary owner. Depending on your CRM, this might also be referred to as 'Marketing Contact'.

You can also select multiple agents for data access. For instance, if you have a team in your office, the team assistant may need to see and access the lead agent's contacts.

Business Development Area

Define the suburbs or streets that this user will focus their prospecting efforts.

Default Filters

These filters are automatically added when a new custom call list is created by the user. They are added to provide the best quality contacts for lists and can be edited or removed later.

Note: Default Filters will be applied to the automatically generated Just Listed/Just Sold lists.

Signature and Sign Off

This section is used to configure what the {{{signOff}}} merge tag displays in SMS and Emails. The default is usually fine unless your office has specific requirements. If there are blank sections, you may need to complete your office details in the General Settings

• Create as Draft: This option allows you to continue updating the user's profile before sending the invitation. To edit a draft later, go to the main User Management page, click on the More Options icon (three dots) against the user's profile, and select View/Edit.
  
  Image 4: Creating a user as a draft.
• Create as Draft and Invite: This option sends the invitation immediately. To do this, click on the drop-down arrow next to the Create as Draft button and select Create as Draft and Invite.  The user will receive an email invitation to join RITA. 
  
  Image 5: Sending an invite immediately.