This article provides a quick guide to Access Management and User Provisioning.
Please follow these articles:
Client Onboarding - Core Account Details
Client Onboarding: Enabling BLS, BE, and Spidercubed, respectively.
With the system enabled, the next step is to set up access by configuring branches, teams, and users within the client account.
To begin, navigate back to the client’s account by selecting Companies from the dropdown in the top left-hand corner of Core, then search for and open the relevant company. Once you're in the account, select the following:
Branches
1. Branches section
2. Click Add Branch. Enter the required details, including the branch name, telephone number, and email address, then save to complete the setup. Be sure to select an Account Manager from the dropdown before saving to complete the setup.
💡Quick Tip: Ticking the “Use company address” option will automatically pull the address entered under Core Account Details during client setup - this address will then be applied to quotes. |
3. Created branch. the next step is to set up a team within that specific location.
4. Search companies
5. Select Go.
With the branch created, the next step is to set up a team within that specific location.
To do this:
6. Navigate to the Branches section of the client’s account and select the relevant branch from the list. This will open the branch details view.
7. From there, click on the “Teams” tab.
Teams
8. Select “Add Team” to begin creating a new team.
Enter the team name, which should be the user’s first and last name. You can also include the user’s phone number and email address, if provided. Once the details are filled in, click Create to finalize the team setup.
💡Tip: Ticking the “Create Corresponding User” option will automatically create a user with the team name you’ve just entered-saving you the step of setting the user up separately. |
💡Tip: Once the team has been created, return to the team settings to complete the email signature field - this is typically the team member’s job title. You can also review existing users within the branch to replicate the formatting. This information will be used in the user's email templates. |
Users
9. After clicking Create, you'll be directed to the newly created user’s page. Here, you’ll need to manage their notification settings. Make sure to subscribe the user to the relevant notifications to ensure they stay informed of important updates and activity within the system.
If you checked "Create corresponding user" during the team setup, the information entered for the team member will be pulled into the newly created user. In this case, the only change you’ll typically need to make is updating the User Type from Client Basic to Client Manager.
However, if the user you're creating is an Introducer, leave the User Type as Client Basic - this is the basic access level, which means the user will not be able to modify fees and will not have access to the Accounting tab.
Next, review the user’s notification settings. Make sure the user is subscribed to the relevant notifications under each section, based on whether they are using Spidercubed, BLS/BE, or both.
Common to both Spidercubed and BLS/BE (under the Orders tab):
- Order Confirmation
- Search Report Returned (with report attached)
- Message Added to Order
- Invoice on Order Placed
- Local Authority Search Due Date
Used in Spidercubed only (under the Accounts tab):
- Manual Invoice/Credit Note
Used in BLS/BE only (under the Cases tab):
- Case Instructed
- Diary Notification
Optional (for BLS/BE):
- BE Quote Created – This is usually assigned to a specific user. Confirm if anyone needs to receive it before enabling.
Make sure to adjust the subscriptions according to the user’s role and platform access.
Note: If the account is associated with Move With Us, you do not need to complete the Case notification section. |
After clicking Next, a confirmation message will appear in the top-right corner of the screen, indicating that the user has been successfully created. The user will also receive a welcome email containing their login details. You'll be directed to the user's profile page, where you have the option to resend the welcome email if needed. This page also allows you to make any necessary edits to the user’s details or settings.
In most cases, the company will need to assign cases to users by setting up panels and managing user access. This ensures that the right users have permission to handle specific transactions within the system.
Navigate to the client’s account by clicking the dropdown in the top left-hand corner of Core and selecting Companies. Enter the company’s name in the search bar, click Go, then select the company from the results to open its account.
Once in the account, open the MyFees Configuration tab. Select Company Panels, then click the Add Panel button.
Complete the required fields:
Name
- For Name, you can either enter All Panels or separate by transaction type (e.g. Sale, Purchase, etc.), depending on your preference.
Service Type
- For Service Type, select Not Applicable if you want to include all panels, or choose the relevant service type if you wish to filter.
Panel Type
- Set the Panel Type to Conveyancing.
Tick the Enable box, then click Create. A confirmation message will appear in the top-right corner of the screen, indicating that the panel has been successfully created.
Once the panels have been created, you can begin assigning users to them.
To assign users to panels, return to the MyFees Configuration tab and select Company Panels. Click on Assignments next to the relevant panel name, then search for the company and select the user you want to assign to the panel.
Click Save. A confirmation message will appear in the top-right corner, indicating that the user(s) have been successfully assigned to the panel.
For more information on related configuration steps, refer to the additional topics in the Appendix under System Setup & Configuration.