Set Up Users

Once you’ve invited users to your LOU company, and they’ve accepted the invitation, there are several things you need to configure to ensure they can perform their job within LOU.

Before we get started, here are some additional resources that may be useful as you begin to configure your Users.

REMEMBER! The Enterprise Plan is required for companies with multiple Departments, more than 4 POS Stations, more than 1 Stock Site, and more than 10 Users.

There are several places you need to configure User Profiles and Access before they can work smoothly in LOU. Below, we’ve compiled some helpful tips based on common Job Titles and designations.

IMPORTANT! Everyone who is going to access LOU Web or LOU Retail POS must have their own username and password. You must not share logins as this is not secure and can cause problems with data in the system, including overwriting each other and not saving changes, when logged in on multiple devices. For proper tracking and auditing, every user should have their own unique username and password. You should not share user access with anyone.

For LOU Retail POS or LOU Service only users, the mobile-only license allows them to access the app(s) without having access to LOU Web. See Manage Users for additional information.

Job Titles

Job Titles are not required as part of your LOU setup. However, they can be useful for your own internal tracking. Once you create these Job Titles, they can be added in the Personnel Profiles as part of your User Configuration tasks.

Since every company’s Job Titles may differ from one another, we’re going to use generic Job Titles common in the retail and service industries. You may notice our list below tends to group users by License Access. This is in no way intended to imply these users must only have access to the referenced Licenses. Instead, these are suggestions based on the most common duties for each group. As you set up LOU and configure your Users, you should grant the Access to Licenses and User Permissions most appropriate for each of your Users based on how your business operates.

If you are unsure what License(s) and Permissions a User needs, contact Support and we can help you determine the correct configuration for your User.

Back Office Users

These would be your phone support/customer service staff, accountants/bookkeepers, receptionist, office admins, etc. If you have a warehouse, you may consider certain warehouse staff Back Office users. These users are not typically on the showroom floor, in the field, or at the retail counter.

TIME ZONES MATTER! When you sign up for LOU, you are asked to select your Time Zone. This time zone is used as the default for every user added to your LOU company. Every User may go into their My Account and set their appropriate Time Zone if it differs from the company default. This cannot be done by an admin on behalf of another User.

Time Zones affect Scheduling! To ensure you’re scheduling or viewing the Schedule accurately, you must have the Time Zone appropriately configured in My Account.

Manage Users: when you invite a user, you can determine what license(s) they will have and whether they will be an admin.
- License Options: The Foundation license will be sufficient for most users in this category, but your users may perform tasks that require access to the Retail and/or Service licenses.
- To Admin or Not to Admin: Operations, Setup, and Accounting require Admin permissions to access. Group Security can grant access to certain features in the Operations and Accounting tiles to non-admin users.
- TIP! You may have a General Manager, or other Supervisor, who works in the back office but needs access to everything like the Owner. This User should have every License the Owner has and be an Admin User.
  - Only the Owner can update Billing information, transfer ownership, or cancel LOU.
Personnel: If you have multiple Departments, setting Default Departments for Sales Orders and Work Orders on the Personnel Profile can save your Users time when they’re creating new documents. Rather than choosing the Department each time, LOU will default to the Departments defined in the Personnel Profile.
- You can only define one default Department, each, for Sales Orders and Work Orders.
- For those Users who work with multiple Departments, choose the best Default option.
- Users can select a different Department during Document Creation.
Schedule Divisions: to schedule Tasks and view the Tasks in the Calendar/Schedule Dashboard view, users must have a Service license and either be a Dispatcher or Primary Personnel in the Schedule Division.
- Dispatchers: usually these are the office personnel who are responsible for scheduling and managing the schedules for the Service side of your business.
- Primary Personnel: these are most often the field technicians, those users who are going out on Tasks in the field.
- TIP! The General Manager or Supervisor who needs access to everything in LOU should be made a Dispatcher in all your Schedule Divisions. This way, they can see all Divisions on the Calendar.
- To Admin or Not to Admin: fewer of these users will need Admin access than your Back Office Users. However, you may determine supervisors and managers need Admin permissions to access the Operations and Setup features.
- All Retail Personnel who will be processing transactions through LOU Retail POS will need to have their LOU PIN. Retail license users can get that from their My Account profile. LOU Retail POS mobile-only license users will be emailed their PIN once they accept the invite.
Personnel: If you have multiple Departments, setting Default Departments for Sales Orders and Work Orders on the Personnel Profile can save your Users time when they’re creating new documents. Rather than choosing the Department each time, LOU will default to the Departments defined in the Personnel Profile.
- You can only define one default Department, each, for Sales Orders and Work Orders.
- For those Users who work with multiple Departments, choose the best Default option.
- Users can select a different Department during Document Creation.
Schedule Divisions: it’s unlikely Retail Users would require access to the Schedule Dashboard. However, if you want your Retail Users to be able to access the Schedule Dashboard and view, add, or update Tasks, you should make them a Dispatcher in the appropriate Schedule Division(s). If they are Retail Users who also go out on service calls, they should be listed as Primary Personnel in the appropriate Schedule Division(s). This will require those users to have a Service license in addition to Retail.
Manage Users: when you invite a user, you can determine what license(s) they will have and whether they will be an admin.
- License Access: These Users will need access to the Service License if they need to access LOU Web. Service techs and other personnel who only need to access the LOU Service mobile app need a mobile-only Service license.
- To Admin or Not to Admin: fewer of these users will need Admin access than your Back Office Users. However, you may determine supervisors and managers need Admin permissions to access the Operations and Setup features.
- All Service Personnel who will be using the LOU Service mobile app need their LOU PIN. They can get that from their My Account profile if they have a Service license. Mobile-only users will be emailed their PIN when they accept the invite.
Personnel: if you have multiple Departments, setting Default Departments for Sales Orders and Work Orders on the Personnel Profile can save your Users time when they’re creating new documents. Rather than choosing the Department each time, LOU will default to the Departments defined in the Personnel Profile.
- You can only define one default Department, each, for Sales Orders and Work Orders. For those Users who work with multiple Departments, choose the best Default option. Users can select a different Department during Document Creation.
- Override Division’s Scheduling Hours: toggle this if your service personnel work different hours than the Schedule Division’s normal operating hours. Ex: the Division operates 7a-5p M-F, but you have one tech who takes Saturday service calls. Using this override allows you to define the hours this tech works for scheduling purposes without affecting the rest of the Division.
- Vehicle Assignment: you can assign a default Vehicle to service personnel here. This ensures that every time that Personnel is assigned to a Schedule Task, the Vehicle is also assigned.
  - You can still update the Vehicle when assigning a Schedule Task if the Personnel is using a different Vehicle for that Task or Day.
Schedule Division: to schedule Tasks and view the Tasks in the Calendar/Schedule Dashboard view, users must either be a Dispatcher or Primary Personnel in the Schedule Division. This is especially important for Service Users.
- Dispatchers: usually these are the office personnel who are responsible for scheduling and managing the schedules for the Service side of your business.
- Primary Personnel: these are most often the field technicians, those users who are going out on Tasks in the field.
- TIP! The General Manager or Supervisor who needs access to everything in LOU should be made a Dispatcher in all your Schedule Divisions. This way, they can see all Divisions on the Calendar.

Retail Users

These would be your retail location staff such as store managers and customer service reps.

Manage Users: when you invite a user, you can determine what license(s) they will have and whether they will be an admin.
- License Access: These users will need access to the Retail License if they need to access LOU Web. Users who only need to access LOU Retail POS need a mobile-only POS license.
- To Admin or Not to Admin: fewer of these users will need Admin access than your Back Office Users. However, you may determine supervisors and managers need Admin permissions to access the Operations and Setup features.
- All Retail Personnel who will be processing transactions through LOU Retail POS will need to have their LOU PIN. Retail license users can get that from their My Account profile. LOU Retail POS mobile-only license users will be emailed their PIN once they accept the invite.
Personnel: If you have multiple Departments, setting Default Departments for Sales Orders and Work Orders on the Personnel Profile can save your Users time when they’re creating new documents. Rather than choosing the Department each time, LOU will default to the Departments defined in the Personnel Profile.
- You can only define one default Department, each, for Sales Orders and Work Orders.
- For those Users who work with multiple Departments, choose the best Default option.
- Users can select a different Department during Document Creation.
Schedule Divisions: it’s unlikely Retail Users would require access to the Schedule Dashboard. However, if you want your Retail Users to be able to access the Schedule Dashboard and view, add, or update Tasks, you should make them a Dispatcher in the appropriate Schedule Division(s). If they are Retail Users who also go out on service calls, they should be listed as Primary Personnel in the appropriate Schedule Division(s). This will require those users to have a Service license in addition to Retail.

Service Users

These would be your Service Managers, Dispatchers, and Technicians or other users who go in the field.

Time Zones affect Scheduling! To ensure you’re scheduling or viewing the Schedule accurately, you must have the Time Zone appropriately configured in My Account.

Manage Users: when you invite a user, you can determine what license(s) they will have and whether they will be an admin.
- License Access: These Users will need access to the Service License if they need to access LOU Web. Service techs and other personnel who only need to access the LOU Service mobile app need a mobile-only Service license.
- To Admin or Not to Admin: fewer of these users will need Admin access than your Back Office Users. However, you may determine supervisors and managers need Admin permissions to access the Operations and Setup features.
- All Service Personnel who will be using the LOU Service mobile app need their LOU PIN. They can get that from their My Account profile if they have a Service license. Mobile-only users will be emailed their PIN when they accept the invite.
Personnel: if you have multiple Departments, setting Default Departments for Sales Orders and Work Orders on the Personnel Profile can save your Users time when they’re creating new documents. Rather than choosing the Department each time, LOU will default to the Departments defined in the Personnel Profile.
- You can only define one default Department, each, for Sales Orders and Work Orders. For those Users who work with multiple Departments, choose the best Default option. Users can select a different Department during Document Creation.
- Override Division’s Scheduling Hours: toggle this if your service personnel work different hours than the Schedule Division’s normal operating hours. Ex: the Division operates 7a-5p M-F, but you have one tech who takes Saturday service calls. Using this override allows you to define the hours this tech works for scheduling purposes without affecting the rest of the Division.
- Vehicle Assignment: you can assign a default Vehicle to service personnel here. This ensures that every time that Personnel is assigned to a Schedule Task, the Vehicle is also assigned.
  - You can still update the Vehicle when assigning a Schedule Task if the Personnel is using a different Vehicle for that Task or Day.
Schedule Division: to schedule Tasks and view the Tasks in the Calendar/Schedule Dashboard view, users must either be a Dispatcher or Primary Personnel in the Schedule Division. This is especially important for Service Users.
- Dispatchers: usually these are the office personnel who are responsible for scheduling and managing the schedules for the Service side of your business.
- Primary Personnel: these are most often the field technicians, those users who are going out on Tasks in the field.
- TIP! The General Manager or Supervisor who needs access to everything in LOU should be made a Dispatcher in all your Schedule Divisions. This way, they can see all Divisions on the Calendar.