Operator Management Manual

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1 Operator Management Manual Document Control Versio Author n 1.0 Shmulik Sheynman 1.1 Shmulik Sheynman Date 31/08/ /11/2014 Description Initial Release. Temporary corrections Approved by Purpose The purpose of this document is to describe and guide users through the setup and management process of creating new operators, sub actors and system users. It covers all stages, features and functionalities of the system. Minimum Requirements An active account Compatibility with one of the following browsers: IE10+, CHROME, FIREFOX, SAFARI or OPERA

2 Table of Contents Operator Management Manual... 1 Document Control... 1 Purpose... 1 Minimum Requirements... 1 Table of Contents... 2 Operator Setup... 3 Hierarchical Level guide... 3 Creating an operator... 4 Sub-Actor Setup... 8 Creating system users Password Rules & Requirements User Roles Reset password Reports by or SMS Nayax Client report Machine status report Alert subscriptions... 15

Operator Setup Hierarchical Level guide The Nayax System is hierarchical and limits authorized users to information directly related to their hierarchical position or below.

3 Operator Setup Hierarchical Level guide The Nayax System is hierarchical and limits authorized users to information directly related to their hierarchical position or below. Vending machines can be associated with any hierarchical level depending on your needs. The following is an example of a four-tiered hierarchy. Parallel and lower hierarchies can be added as needed: Hierarchy levels benefits The Distributor is at the very top. The Vending Machine Operator is one of the distributor s clients and is directly below it in the hierarchy. The operator has three areas, Each area has routes. Each area manager can view its routes, but not those in other areas. The operator can view all areas and routes. The distributor can view all operators, areas, routes and all lower hierarchical levels. The Vending Machine Operator is created by the distributor. All lower levels are created by the operator or actors beneath it

4 Creating an operator To create a new operator, click on Administration and then Operator on the main menu. When the operator page loads, click on the Add New Operator button on the bottom right corner of the screen. Begin entering the information as requested on the form. Note that fields with a red asterisk (*) are mandatory.

5 Details Tab Field Name Comments Field Type Operator Internal Code Although a mandatory field it is not checked for uniqueness and Mandatory can be any desired code. Parent Select a parent under which the new actor will be created. The Mandatory operator s parent is the distributor. All other actors are created within the Operator s hierarchy. Type Types are the means by which the actor is associated with their proper place in the hierarchy. Mandatory Name, Description Actor name or description. Mandatory Country Code Select the actor s country code. Mandatory Address Optional and will not appear anywhere else in the system. Optional Contact Name of the contact person. Optional Currency Currency being used by the actor. Mandatory Status Select Active from the drop-down list. Mandatory Time Zone Select the time zone the actor is in. Mandatory Logo Operator logo can be uploaded and displayed for all users under Optional the operator hierarchy. If an image is not uploaded, a default Nayax logo will appear instead. Route Manager Name Name of the person in charge of this actor Optional Route Manager Mobile Mobile phone number of the person in charge of this actor Optional Once completed, save the information by clicking on the Save Information button. The page will reload and additional information must be entered in the remaining tabs.

Billing Gateway Tab Credit card payment processing is done through a billing gateway. Select the relevant billing provider in the operator s country in order to process credit card transactions.

6 Billing Gateway Tab Credit card payment processing is done through a billing gateway. Select the relevant billing provider in the operator s country in order to process credit card transactions. Enter the billing gateway terminal id. It is possible to disable debit cards by checking the box and entering the card prefixes to block. Separate prefixes with a semi-colon (;) if entering more than Please note: If a billing gateway has already been defined on the parent level, there is no need to enter the information once again unless the new actor will be using a different gateway.

7 Payment Tab All accepted payment methods and limitations are defined under this tab. Max C.C. transaction per card per Operator-limits the number of CC transactions per card per operator also can be used to lower system limitations Max C.C. transaction per card- limits number of CC transactions per card set as a default when adding new machines (machine level) Max P.P. transaction per card-limits number of Prepaid transactions per card Max External P.P. transaction per card-limits number of external Prepaid transactions per card Role group Tab Actors are assigned roles which reflect their position in the hierarchy and define the available permissions for users created. This is done in order to limit user activities to those necessary for their job while denying access to other activities not needed at the current hierarchy level. Roles are assigned to the actor by selecting a desired group on the right and clicking on the Assign button. This will populate the Role Groups Assigned Column on the left. Repeat as needed. Click the Save Information button in order to complete the process.

8 Sub-Actor Setup Sub-actors are those created below actors on a higher hierarchical level. Their parent is the actor situated one level up on the hierarchy. The set-up process is identical to the one described above Note: Unless otherwise defined, the sub actor will automatically receive the billing provider details from the higher hierarchical level.

9 Details Tab Begin by filling in the information on the Details tab. Field Name Comments Operator Internal Code Although a mandatory field it is not checked for uniqueness, it indicates the operators ID code (it can be any code). Parent Selection of the entity under which the Suc actor will be created, to create a sub actor, the operator must be selected as the Parent Type Once Parent selected there will appear several options to catalogue the sub actor under location, route, costumer and Name, Description Put in the name of the sub actor Country Code Select the country same as for the sub actor Address Address is optional as it will not appear anywhere else in the system Contact Name of the Contact Person Currency Select the Currency Same as for sub actor Status Select the Status Active in the drop down list Time Zone Select the time zone same as for the sub actor Route Manager Name Name of the Person servicing the machines under this route Route Manager Mobile Mobile Phone number of the Person Servicing the machines under this route To complete the process press the save information button. Note: Once the sub actor created under certain operator (parent), it will receive automatically the Billing provider details from the higher hierarchy level. Additional Tabs and settings After the General Details were field and the Sub actor created, the next phase is to fill the other relevant tabs tabs as been done in previous paragraph 1.1.2,3,4...

10 Creating system users System users can be created at any hierarchical level. The higher the actor is on the hierarchy, the more information their users can have access to. On the main menu, select System Users located under the Administration heading. Press the Add new Login button at the bottom right corner of the screen as seen below: User Details All tabs with a red asterisk (*) are mandatory.

Field Name User id Operator First Name Last Name Title Address New Login New Password, Confirm Password Time Zone Email Country code Phone Cellular Fax Language Culture Status Password Rules &

11 Field Name User id Operator First Name Last Name Title Address New Login New Password, Confirm Password Time Zone Country code Phone Cellular Fax Language Culture Status Password Rules & Requirements Description System unique User ID - Auto-created by the system Actor under whom the user will be created First name of the user Last name of the user System user s job title (Optional) Address is optional as it will not appear anywhere else in the system Create a username. It is recommended to click on the Check Availability button in order to make sure the requested username is available Create password and confirm it by retyping in the Confirm Password field. Password rules can be found below Select the time zone where the user is located User s address User s country code User s telephone phone number User s mobile telephone number User s fax number Language in which the site will be displayed Culture type in which the site will present the date and time records Activate or deactivate user as desired. Not Active users will not be able to log into the system Must be at least seven characters in length Must contain at least one English capital (upper case) letter Must contain at least one English lower case letter Must contain at least one digit Must be different from the previous four passwords Must not contain username, user s name or address Examples of valid passwords: o Ab54321 o 32262jR o F23grT5

12 User Roles After the user has been created, click on the User Roles tab to assign the relevant permissions. Regardless of the hierarchical level, users can be limited to specific functions needed for their jobs without having access to information and activities they are not authorized to see. This is done by selecting the permissions and characterization as necessary to a vending machine system user. The highest permission level is VMO-Manager which enables the user to have complete access to everything in all actors in and below hierarchy position. 1. Select the role group called VMO-manager in the available Role Groups on the right and click Assign button. Available user groups are determined by the actor definitions set on the operator page during set-up. 2. This will populate the selected Group in the Role Groups Assigned Column on the left. 3. To complete the process Click Save Information button. See example below: Reset password In cases where passwords are forgotten or a change is required, click on the Reset Password tab and enter a new one. Once resetting the password press set password button to save information. See item for password requirements.

Reports by Email or SMS Users can receive daily summary reports by text message or e-mail. This is set-up under the Reports by E-Mail and SMS and Alert Rules tabs.

13 Reports by or SMS Users can receive daily summary reports by text message or . This is set-up under the Reports by and SMS and Alert Rules tabs. Two types of reports are currently available. Nayax Client report This report shows the total cashless sales amount for the previous day. Monthly and annual figures are included as well. To receive daily reports, check the boxes to the right of each day. For text message reports, select the desired time to receive the report in the SMS column.

Machine status report This customizable report shows all machines that have generated specifically defined alerts during the previous day.

This report is available by email and can be activated by selecting the desired days & times under the Machine Alert Summary box.

14 Machine status report This customizable report shows all machines that have generated specifically defined alerts during the previous day. Examples of such alerts are no sales, no communication, product vendouts and more. This report has icons that represent the nature of each alert. This report is available by and can be activated by selecting the desired days & times under the Machine Alert Summary box. Furthermore, users can limit the reports to specific actors within their hierarchy. Click Search and select the desired actors. Upon completion, press the save information button On the bottom right corner of the screen. Please note all desired alerts must be activated for the user under The Alert Rules tab before reports & alerts can be configured.

Alert subscriptions Users can be subscribed to alerts in order to be notified when specific events occur at the machines such as power down, low inventory, machine HW problems and many

15 Alert subscriptions Users can be subscribed to alerts in order to be notified when specific events occur at the machines such as power down, low inventory, machine HW problems and many more. Once the alerts are set, complete the process by pressing the save information button. For additional information on alerts and report subscriptions, please see the Alert manual.

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