User rights in VIA - What access should I give my staff / what feature has or requires which user access level?
VIA allows assigning different user roles with customised access rights. Add users carefully!
Carefully consider which features each user needs access to. Lock down sensitive operations.
The table below shows at a glance which user roles can access each software feature per plugin.
To enable a feature, assign a user role with access rights or get a VIA edition subscription that contains it.
Only provide access to those needing it. Audit user permissions and software edition subscriptions.
Tightly control external user access. Review third-party and outside business user rights.
To find out which VIA software editions have which features, please see this relative page:-
VIA Software Editions Feature List
Plugin | Feature | Super User | Manager | Content Editor | Advanced User | Basic User | Read Only | Blogger |
---|---|---|---|---|---|---|---|---|
Calendar | Add/Edit Your Own Appointments | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Calendar | Invite External Contacts to Attend Appointments | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Calendar | Invite Internal Staff to Attend Appointments | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Calendar | Make Your Own Appointments Private | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Calendar | View Other Users' Appointments (Read Only, No Edit Option) | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Contacts | Add/Edit Contacts | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Contacts | Archive Contacts | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Contacts | Delete Contacts | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Contacts | Allocate the Owner of a New Contact | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Contacts | Edit Owner of a Contact Once Allocated | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Contacts | Search Contacts | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Contacts | Save Favourite Searches | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Contacts | Property Match | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Contacts | Export Lists of Contact Data | ✅ | ✅ | ❌ | ✅ | ✅ | ❌ | ❌ |
Contacts | Send Custom SMS Text Messages to Contacts | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Contacts | Send Property Alerts to Contacts by Email | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Contacts | Send Property Alerts to Contacts by Text | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
MailMerge Documents | Add/Edit Template Documents | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
MailMerge Documents | Delete Template Documents | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
MailMerge Documents | Generate Template Documents | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Property | Add/Edit Properties | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Property | Archive Properties | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Property | Search Properties | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Property | Save Favourite Searches | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Property | Applicant Match | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Property | Export Lists of Property Data | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ | ❌ |
Property | Quick Link to View Property on your Website | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Property | Add/Edit Valuation & Viewing Feedback | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Property | Add/Edit Offers & Offer Status | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ |
Property | Delete Offers | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Property | View Client Report of all viewings and offers against a property | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Property | View Statistics Report of all marketing activity and website hits for a property | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Property | Send Property Alerts to Contacts by Email | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Property | Send Property Alerts to Contacts by Text | ✅ | ✅ | ❌ | ✅ | ✅ | ✅ | ❌ |
Website | Edit Website Settings (partner logos, lettings fees etc) | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Website | Add/Edit Website Pages | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ |
Website | Add/Edit Featured Properties | ✅ | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ |
Website | Add/Edit Blogs | ✅ | ✅ | ✅ | ✅ | ❌ | ❌ | ✅ |
Website | Edit Offices | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ |
Website | Edit Areas | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ |
Website | See Website Statistics | ✅ | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ |
Website | Download Valuation Lead Data | ✅ | ✅ | ✅ | ✅ | ✅ | ❌ | ❌ |
Users | Add/Edit Users | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Users | Delete Users | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Users | Reset Your Own Password | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ |
Users | Reset Other Users' Passwords & Emails | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Users | View Other Users | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ |
Users | View User Activity History | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Users | Assign Users with a Contact | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Reports > Website | View Website Data Including Google Analytics | ✅ | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ |
Reports > Website | Authorise Google Analytics to be Viewable in VIA | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Reports > Management | Stock Report - report of all current stock and status | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Reports > Management | Leaderboard Report - report of all branches and negotiator performance | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Reports > Management | Enquiry Report - list of all enquiries/inbound leads over time | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Store | View all Products & Free Innovations from Webdadi | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ |
Store | Request to Purchase Products from Webdadi | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ |
Settings > Website | Install/Uninstall Free Innovations on the Website | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Settings > GDPR | Edit the Disclaimer for Website Forms | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Settings > GDPR | Edit the Email Address Where Changes to Contact information are Sent | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Settings > GDPR | Request HTTPS/SSL Protection | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Settings > VIA | Authorise Google Analytics to be Viewable in VIA | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Settings > VIA | Unlink Google Analytics from VIA | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Settings > VIA | Link Twitter to VIA to see When You Last Posted | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Settings > VIA | Link Facebook to VIA To See When You Last Posted | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Settings > Website | Edit the Key Settings of your Website | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
Please Note: the Blogger user right allows the user to only add and edit blogs on your website. It's a quick and easy way to give third-party content writers the ability to add blogs to your website directly, without worrying they can access any further information.
Here is a summary of how the user access rights table works:
The table lists different user types in VIA software as columns from left to right, starting with Super User on the far left and ending with Blogger on the far right. The rows list the different features available in VIA, organized by the plugin they belong to.
A tick ✅ under a user type column means that the user with that role has access to the feature in that row. A cross ❌ means the user does not have access.
To determine what access right a user needs for a specific feature, find the feature name in the left column and then look across that row to see which user types have a tick. Any user type with a tick can access that feature.
For example, to make appointments private in the Calendar plugin, look at the row for "Make Your Own Appointments Private". There are ticks under Super User, Manager, Content Editor, Advanced User, Basic User, and Read Only. So any of those user types could make their appointments private.
The table provides an easy way to see at a glance what permissions each user role has in VIA for different features across plugins. Identifying what access right is needed for a specific feature just requires finding it in the table and seeing which user types are enabled.