How do I add and manage users in T.M.A.S.?

Guide for T.M.A.S. Chain & User Managers: add users, set location access and permissions, reset passwords and MFA, and disable or delete accounts.

Table of Contents

    T.M.A.S. administrators with the Chain & User Manager account type add, edit, disable and delete users from Administration → Manage User Accounts. Each user is assigned a root location and a set of permissions. A standard T.M.A.S. subscription has no limit on the number of users.

    This article is for administrators. If you're a user trying to log in, see How to access T.M.A.S..

    How do user permissions work in T.M.A.S.?

    T.M.A.S. uses role-based access control, so what a user can see depends on two settings:

    • Root location: the user can see that location and every location under it. Choose the highest location they need. Selecting a region, for example, gives access to all its stores.
    • Rights and permissions: the features the user can see. Review them in the Rights and Permissions Matrix (button on the Membership step). Click + to expand a row.
    		 Role-Based Access Control rights and Permissions Matrix can be viewed by clicking on the button found under the membership section when creating a new user or editing an existing T.M.A.S. user.

     

    Notes on the matrix:

    • A checkmark means the feature is visible to that role. Some features also depend on settings under Manage Locations → Advanced.
    • The Retail Equation and POS Integrations rows require a Retail subscription.

    You can also manage access through Microsoft sign-in instead of T.M.A.S. accounts. See Microsoft Azure Active Directory integration with T.M.A.S..

    How do I add a user in T.M.A.S.?

    Locating Manage User Accounts

    1. Login to T.M.A.S.

    2. Expand Administration

    3. Select Manage User Accounts
    		4. Select Add 
    Completing Account Information

    5. Input Username (Suggested Use their e-mail address as it is more easily remembered and unique). Note* If using MS Azure Integration - The username needs to match both in T.M.A.S. and Azure.

    6. Input e-mail address 

    7. (Optional) Uncheck any communication types which you would like this user to not receive related to SMS Storetraffic marketing.

    8. Select user language (English, French, or Spanish)

    9. (Optional) Input a description as to why this user was created if needed.

    10. Uncheck if user should be disabled. Otherwise leave checked for account to be active.

    11. Uncheck if welcome e-mail to configure a password should not be sent yet. Otherwise leave checked for welcome e-mail to be sent. (Sends 1st time access info to user by e-mail from notice@smssoftware.net)

    12. Select Next
    Completing User Information

    13. Input first name

    14. (Optional) Input last name

    15. (Optional) Input Title

    16. (Recommended) Input Mobile number (Important if you plan of having users is text based OTP for T.M.A.S. login)

    17. select next
    Membership - Selecting User Root location
    User's root location influences which chains, districts, regions or locations they will be able to select for dashboard or reporting purposes. Unlike locations, users can ONLY be members of a single Chain / District / Region or Location.  Should a user require access to locations which appear in different Districts or Regions, then they should be provided access higher in the location tree.  If a conflict arises where a user needs only access to a couple specific locations as they are supervising these locations, then a region / district should be created in manage locations where these locations are assigned prior to the creation of the user so it can be selected in the membership.
    		 18. Search and check off a location where they require access for dashboard and reporting.  The higher on the location tree selected will provide access to all sub locations.
    Membership - Selecting User Membership
    User membership is where role-based permissions can be assigned based on the reporting access required.

    The Rights and Permissions Matrix will open a window showing all the levels of access.

     

    19. Check a permission to grant

    20. Select Add

    Success

    Newly created users will appear in the users list.

     

    How do I edit, disable or delete a user?

    Task Steps  
    Edit a user Check one user → Edit → make changes in any step → Save
    Disable or re-enable a user Check the user → Edit → check or uncheck Enabled → Save
    Delete users Check one or more users → Delete → Yes
    Email users Select users → Mail. Opens your email app with one user in To, or several in Bcc

    T.M.A.S. disables a user automatically after 5 failed login attempts. Re-enable them with the steps above.

     

    How do I reset passwords and login codes?

    Administrators can't set a password for a user. They can only trigger a reset, and the user then sets their own password from the email.

    Task Steps  
    Reset one user's password Check the user → Reset user password → Yes
    Reset or expire all passwords Select no users → Reset all user password or Expire all user passwords → Yes
    Reset one user's authenticator (new phone) Check the user → Reset user OTP config → Yes. They scan a new QR code at next login
    Reset all authenticators Select no users → Reset all OTP config → Yes

     

    How do I set password expiry and require MFA?
    1. Select Chain location to set password policy on in location options
    2. Expand Administration
    3. Select Manage Locations
    4. Click Advanced
    5. Scroll down and find User options
    6. Input desired number of days before passwords expires (Note* indicating 0 days disables this function and is the default setting).
    7. Toggle if MFA should be mandatory. (Make sure that all your user's information is correct as T.M.A.S. is using this to send authentication codes.
    8. Uncheck any MFA type which should NOT be used.
    9. Scroll and select save

    Login codes go to each user's email or mobile number, so keep their contact details up to date.

    How do I fix an invalid email flag?

    T.M.A.S. flags an email address that has a typo, didn't exist when the user was created, or failed verification.

    Address is wrong: edit the user and correct it. T.M.A.S. checks it again. Example:
    Address is correct:
    1) Select the user and click Whitelist this or these email(s). 
    2) Then click the T.M.A.S. icon in the top right and select Refresh T.M.A.S. info.

     

    Do I need an extra subscription for each new user?

    No. T.M.A.S. is billed by device, not by user. A standard T.M.A.S. subscription has no user limit.

    A user didn't receive their welcome email. What do I do?

    Ask them to check their spam folder for an email from notice@smssoftware.net. If it isn't there, see Emails not being received from notice@smssoftware.net.

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