Polygon Central: Managing Users & Roles

The system functions and data that are available to a user when they log into Polygon Central, are dependent on what Role(s) the user has been assigned, and what functions are included within that Role. 
There are system-defined Roles and functions; custom Roles may be created as required. 

To set up a new user

• Go to Users in the left menu, click Add User 
• Complete the form and press Submit 
  NOTE: Roles are not assigned until after the user is created 
• If this user should only have visibility of certain POS Locations’ sales data, assign these in the Location List - select or deselect Locations as required. 
  
  

NOTE: the above form may be used to change an existing users’ password if necessary. 

• Type the new password in and use the Submit button.

Roles

To assign a Role to a User

• Go to Roles in the side menu 
• Go to the Edit User Roles tab 
• Select the username from the drop list on the right. The username and any existing assignments will be displayed in the window on the left. 
• Drag and drop the required Role(s) from the list on the right across to the username 

NOTE: A User may be assigned more than one Role. They may also be assigned a mixture of Roles and individual system functions. The system functions that are included within a Role will be listed for you to view as per the example below: 

HINT: the ‘Enterprise’ Role is the default admin access Role that would allow a user to do ‘everything’ in Polygon Central. 
You cannot delete individual functions from a user after assigning them a system Role such as ‘Enterprise’. To limit user access, create a custom Role with only the required functions assigned. 

To create a custom Role

• Go to Roles in the side menu 
• Go to the Edit Roles tab 
• Type the Role Name you wish to use in the ‘NEW’ field on the right and use the Enter button.
• The new Role Name will be added to the list with a red cross next to it. This cross can be used to delete the custom Role if required. 

NOTE: System Roles and functions cannot be deleted. 

• Next, click on the Role name that you have added, it will be displayed in the window on the left.
• Drag and drop the individual system functions to be included in this Role. 
• To remove a function from the Role, click the red cross beside the function. 
• Once the Role is set up as required, click Save. 

NOTES: 

• For a user to be able to login, they will need to be assigned a Role that has ‘Allow access to Admin UI’ as a minimum. 
• A ‘…(Modify)’ function allows a user to add and edit records within this section of the system. 
• A ‘…(View)’ function allows a user to just see the list of records within this section of the system. 

If you have a large list of users, it may be more logical for you to create standardised Roles and then assign multiple users to the Role at once. 

EXAMPLE: for a list of 35 different users your standard Roles may be: 
Store Manager | Area Manager | Head Office Marketing | Head Office Management

To assign multiple Users to one Role

• Go to Roles in the side menu 
• Go to the Edit Role Users tab
• Select the Role name from the drop list on the right 
• Drag and drop the required Users from the list on the right to the Role name displayed on the left 
• Click Save to complete 

Related Articles

You may also wish to review the following article that details options for restricting access to reports for API users.