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Administration

Overview

This page is for you if you are an Administrator. You set up Konvyra and look after the users. Other roles do not see Administration in the sidebar.

Administration opens the workspace settings. They contain users, roles and permissions, the data model and AI. The settings are built on the CRM engine behind Konvyra, so some of the text there is in English. At the top, Home takes you back to Konvyra. See also Settings.

You manage pipelines, teams and products directly in Konvyra, see below.

Users

Konvyra does not send any email in this version. There are therefore no email invitations and no password reset by email. You create the users yourself, and you reset passwords under Team with Set password, see Reset a password.

Create a user

  1. Go to Administration, open the workspace members (Members) and the Invite tab. Copy the link under Invite by link.
  2. Open the link in a private browser window. Fill in the user's first name, last name and email address. The email address becomes the user's sign-in name.
  3. Set a first password of at least 8 characters and choose Create account and join. Then close the private window.
  4. New users get the role Sales rep. If the user should have another role, see Roles and permissions.
  5. Give the user the email address and the password in a secure way, for example verbally or in a personal message. Do not send them together in an open forum.
  6. Add the user to the right team, see Teams and roles.

Do not share the invitation link with others. Anyone who has the link can create an account in the workspace.

Ask the user to sign in and check that the start page matches the role.

Reset a password

Users cannot reset their own password. When someone has forgotten it:

  1. Choose Team in the sidebar. All users are listed under Users.
  2. Choose Set password next to the user.
  3. Enter the new password in New password and Repeat password and choose Set password.
  4. Give the password to the user in a secure way.

The new password works right away and the user is signed out on all devices.

Remove a user's access

Remove the user under the members. Leads, deals and tasks the user owns stay where they are. Redistribute them with Assign in the table or Distribute in a list.

Also remove the person from their teams on the Team page, see Teams and roles.

Roles and permissions

Konvyra has three roles: Sales rep, Sales manager and Administrator. What each role sees and can do is in Teams and roles.

To change a user's role: open the user under Members, the Permissions tab, and choose a role.

The permissions under each role are set under Roles in the settings. For each data type you state whether the role may view, edit, delete or export, and whether it may change individual fields, for example the price of a product. Being allowed to export also decides whether the Export button is shown in Reports.

Change with care: the system's permissions are what count, not the menu. If you remove a permission, the feature disappears for everyone with that role. After a change, sign in as a user with the role and check that it works.

Pipelines and steps

Only the Administrator can set up pipelines.

  1. Open Pipeline and choose Set up pipeline.
  2. Choose Add pipeline and give it a name. Rename changes the name. The first pipeline you add becomes Default.
  3. Choose Add step in the pipeline and enter a name.
  4. Change Order with the arrows to move steps up and down.

A new step is created as an open step with a probability of 0%. The probability is used for Weighted value in the pipeline and in Reports.

If you change a step's name or order, the deals follow along.

Products

The product catalogue applies to everyone who writes quotes. You find it under Products.

For each product you set, among other things:

  • Name and Item number
  • Category
  • Price and VAT
  • Status: active or inactive
  • description and image

Products can be bundled into a package. You control who may change prices with the field permission for Price on the role. Without it, a user can choose the product but not change the unit price.

AI providers

The AI features cannot be used until an AI provider is set up. You do this once for the whole service. See also AI chat.

  1. Go to Administration, open Admin Panel and then AI.
  2. Switch on the provider you want to use and enter your own API key.
  3. Open Settings, AI and the Models tab. Choose which models are available and which one is the default.

Keep in mind:

  • What is sent to the AI features goes to the provider you chose. Read the provider's terms before you enter customer information.
  • The API key is a secret. Put it only in Admin Panel, not in notes or in the chat.
  • If you use the provider's paid service, usage costs money at the provider.
  • Admin Panel covers the whole service and is not part of every account.

Custom fields

Under Data model in the settings you can add custom fields to leads, contacts, companies and deals. New fields appear on the record's page under Other.