User
User accounts provide access to the CoolR Platform for people and systems connected through the CoolR API. Depending on your subscription, users may include Store Owners, Installers, and Sales Reps.
User Management Responsibilities
Your organization is primarily responsible for managing platform access for your users, including your employees, contractors, and other external users who access your organization's data. This includes keeping accounts and permissions current, promptly updating access when responsibilities change, and removing access when someone leaves or no longer needs it. Your organization also manages its API accounts.
When creating and maintaining accounts for your employees and other users, your organization is responsible for complying with applicable data protection requirements, including GDPR where applicable.
CoolR's account and support teams also have access to the platform. CoolR is fully responsible for managing access for its internal users, including updating permissions and removing access when it is no longer needed.
CoolR sets up your first Client Admin during initial setup. Your Client Admins then manage user accounts and assign standard roles, including creating additional Client Admin accounts.
User Management Methods
- CoolR Playbook — User Import: Recommended for adding or updating multiple users at once, with no technical setup required. User Import cannot disable or delete accounts.
- CoolR Portal: Client Admins can manage individual accounts, including disabling or deleting accounts.
- API: Use the CoolR API to create and manage accounts automatically from your own systems.
Contact CoolR Support for help choosing a method, setting up an API integration, or getting example data for User Import.
User Management Processes
Your organization handles its own access requests and approvals. CoolR approval is not required to create accounts, assign existing roles, or remove access.
| Process | Action for your organization |
|---|---|
| Create an account | Follow your internal approval process, then have a Client Admin create the account and assign the appropriate role. |
| Update access | Have a Client Admin update the user's assigned role or access promptly when their responsibilities change. |
| Remove access | Have a Client Admin promptly disable or delete the account through the Portal or an applicable user-management API when access is no longer needed. |
Users and Roles
A role determines what a user can access and do. The standard roles include:
- Client Admin: Broad access to your organization's data and account management features, depending on the permissions set for the role.
- Installer: Access for installation and related device and outlet activities.
- Sales Rep: Access to store data and sales activities, depending on the permissions set for the role.
Each account can have only one role within your organization. See the Role-Based Permissions FAQ for permissions by role and application.
If the standard roles do not meet your requirements, contact your CoolR account team to explain the access your users need.