Some centres may have access to the auto user management tool. This powerful feature can help keep your user count accurate and up-to-date while minimizing liability due to unauthorized access. There are three parts to it.
REMOVE USERS THAT ARE PENDING APPROVAL
This allows you to automatically remove people from stores in a centre if they have not been approved after "X" amount of days.
This must be set to a minimum of 10 days, but we do recommend setting it to 60 days or more. This will give store managers ample time to approve their teams, particularly if there is a turnover in store management and the new manager has not yet been able to approve pending requests.
BLOCK INACTIVE USERS
This allows you to automatically block people in your centre if they have not been active on the app over the last "X" amount of days.
In order for a user to be considered Active, the user will need to engage with the app in one way or another. To do this, the user would log in and simply access a button or item. If they have not engaged with the app within the set period of time, they will become an Inactive user and will then be blocked. This is useful for removing users that may have left the centre.
This must be set to a minimum of 10 days, but we do recommend setting it to 95 days or more. This is because there are users that may only log in to submit sales data. If they are on holiday for one collection period, it is entirely feasible that the user won’t log in for 60 days. 95 days is enough to cover three monthly sales collection periods.
NOTE: Before you unblock the user it might be helpful to, determine when they were blocked. If it was an automatic process, let the user know they have been unblocked and make them aware that they will have to log in and access an item or button or they will be blocked again the following morning.
REMOVE BLOCKED USERS
This allows you to automatically remove people from stores in a centre if they have been blocked for "X" amount of days.
This must be set to a minimum of 10 days, but we do recommend setting it to 31 days or more.
NOTE: If a user is removed from the system, they will need to re-register and be re-approved should they require access again.
FAQs
How can I set up auto-user management?
To set this up, you will need to get in touch with your account manager who can advise if you have access to it in your Mallcomm package, and if you do, will work with you to set the specific number of days for each part that you wish.
I have noticed a big increase in unapproved users, why?
When the auto-user management tool is active, the first time it runs will have quite a large impact if your centre has been live for a while. The system scans at 2 am to check for any users that haven’t logged in for the set period of time. This means there may be quite a lot of inactive users that get cleansed on the first night, this is normal. After that, it will settle down and numbers will only fluctuate by small amounts each day.
Can I update the time periods?
You can’t do it yourself but you can certainly get in touch with our support team if you have any questions or would like changes made.
If you have any other questions or would like more information about activating this tool, please get in touch with your account manager or email support@mallcomm.co.uk.
How do I know if a user was blocked automatically or by a manager?
If you go to People > All people and type the user's name in the search field to filter it. You can press the green plus icon in the left-hand column of the page to see quick details, including when they were blocked.
As you see, in the example here, this user was blocked on the 27th of November 2021 at 3:00 AM UTC. While it is possible that a store manager could be awake, blocking people at 3:00 am, it is far more likely that this was an automatic block by the system.
Further help
If you have any further questions or would like more information about this module, either get in touch with your account manager or submit a support ticket and we can tell you how you can activate the Auto User Management tool.