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System Administrator & Primary System Administrator

Overview

The 'Primary System Administrator' and 'System Administrators' are RMS Users who are responsible for the system configuration of the database and the main contact for system notifications.

As a minimum, every property must have a Primary System Administrator who will be responsible for, and will need to react accordingly to the following items: 

  • Ensure Contacts are current and up to date
  • Receive critical system notifications and take action on these
  • Receive environmental updates
  • Receive version release notifications
★ Tip: Additional Contacts can be added with the 'Contact Type' of 'System Administrator' as an additional contact to the Primary System Administrator. The same conditions and responsibilities apply.
✎ Please Note: System Administrators on record with no linked RMS User will receive an email notifying them of the need to complete the setup outlined in this article. The RMS User nominated as the Primary System Administrator cannot be set to 'Inactive' until an alternative User has been nominated in Contacts.

 

Setup

To assign a User as a Primary/System Administrator, they must have a Given/First Name, Surname/Last Name, Email and Mobile provided on their User Profile.  

âš  Important: Only the current Primary System Administrator or System Administrators can edit the Primary System Administrator and Contacts fields.

 

In the side menu of RMS, go to Setup > Users > User Information.

  1. Select the 'Edit' icon on the User Profile Primary/System Administrator.
    Click 'Add' to create the new user. 
    User Information list in RMS showing existing users with an Edit icon next to each user and an Add button to create a new user profile
     
  2. Enter details for all blue Mandatory Fields. 
    All other fields are optional
  3. Select 'Save' (Do Not Exit).
  4. Navigate to Profiles
    User Information detail screen open on a specific user, with a Profiles tab selected showing assigned security profiles and an option to Add or Edit profiles
     
  5. If this is an existing User, check the Security Profile to ensure the correct profile is assigned.
    Select Add to assign a new profile or Edit to change the existing profile if required.
    (Select a Security Profile with a High Level of access as they will need to have access to most/all functions).
  6. Select the Property.
  7. Select the Categories ('All Categories' is advised).
  8. Select 'Save/Exit'. 
    User profile configuration window displaying fields to select a Security Profile, a Property dropdown and a Categories list (with All Categories recommended), along with a Save/Exit button
     

In the side menu of RMS, go to Setup > Property Options > Contacts.

  1. Select 'Edit' on the Primary System Administrator.
    Property Contacts screen in RMS showing a list of contact roles including Primary System Administrator with an Edit icon to modify the assigned user
     
  2. Select the User to assign as the Primary System Administrator.
  3. Select 'Save/Exit'. 
    Edit contact dialog for Primary System Administrator displaying a User dropdown list to choose the RMS user and a Save/Exit button to confirm the assignment

 

Additional System Administrators

Additional Users can be assigned as System Administrators. 

In the side menu of RMS, go to Setup > Property Options > Contacts.

  1. In General Contacts, select 'Add'.
    Property Contacts screen showing a General Contacts section with an Add button to create a new contact entry
     
  2. Select the Contact Type of 'System Administrator'.
  3. Select an Existing User
    The Existing User must have a Given/First Name, Surname/Last Name, Email and Mobile provided on their User Profile; otherwise, they will not show as an option to select. 
  4. Select 'Save/Exit'.
    Add Contact dialog with Contact Type set to System Administrator, an Existing User dropdown listing eligible users who have name, email and mobile recorded, and a Save/Exit button to save the new System Administrator contact
     

 

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