How to Give Access to Other Areas of the System

Modified on Sat, 29 Nov at 10:06 AM

This guide explains how to manage user access rights within Navigator.
User permissions determine what areas of the system each person can see or use.

Why This Matters

Access control ensures that staff have the right tools for their roles while protecting sensitive data.
Only managers with permission to update Staff Records can change system access.

How to Update User Access

Go to Setup > Staff Records.
Locate and open the staff member’s record.
Select the Privileges tab.
Tick or untick options to enable or restrict access.
Save your changes.

Access Categories and Options

Sales System

Option	Description
Sales Toolkit	Create sales enquiries and orders.
Sales Managers Toolkit	Manage sales staff and enquiries, access reports.
Vehicle Administrators Toolkit	Create stock records, invoices, payments, orders, and run reports.
Vehicle Parameters	Configure dealer options, RFL, and create vehicle models.
Make Enquiries as Lost (Sales Toolkit)	Mark sales enquiries as lost.
Sales Order Processing	Process sales orders.
Raising of Sales Orders Not Permitted	Prevents the user from raising sales orders.
Allow to Reopen Deal	Reopen a closed sales deal.
Allow to Invoice (no Vehicle Admin access)	Invoice without needing access to Vehicle Admin Toolkit.
Allow to Deliver (no Vehicle Admin access)	Deliver vehicles without Vehicle Admin Toolkit access.
Allow to View Profit (no Vehicle Admin access)	View profit without Vehicle Admin Toolkit access.
No Vehicle Valuation	Prevents running vehicle valuations.
Register Accessories	Enables registration of accessories.
Authority Needed to Discount	Requires manager approval for discounts.

Service

Option	Description
Service Reception	Create and manage workshop jobs.
Managers Toolkit	Access efficiency, till reconciliation, and workshop reports.
Technicians Clock	Allows technicians to clock on and off jobs.
Service Digital Reception	Enables the digital reception interface.
Manually Add Technicians Clockings	Used for valeters; excludes them from technician clock lists.
Parameters	Configure labour rates, opening times, and workshop settings.
Warranty	Process warranty claims.
Create Job on Sales Vehicle	Create workshop jobs on sales vehicles.
Can’t Credit Part on Job	Restricts ability to credit parts.

Retail

Option	Description
Shop Manager	Access the Shop Managers Toolkit, create products.
Head Office System	View detailed management reports.
Authorise Purchase Orders	Approve purchase orders.

Marketing

Option	Description
Campaigns & Service Follow Up	Access campaigns and aftersales customer management.
View New Customers	View and create customer records.
User Defined Fields Maintenance	Create and edit custom fields.
Delete Customer / Vehicle	Delete customer or vehicle records.

Parts

Option	Description
Point of Sale	Sell parts and create orders.
View/Update Parts Records	View and amend parts data.
Goods In	Book parts into stock.
Return Old Units	Return old parts to suppliers.
Stock Check	Perform daily or full stock checks.
Stock Order	Create and complete stock orders.
Managers Toolkit	Run invoice and till reconciliation reports.
Kit Setup	Configure part kits (e.g. number plate kits).
Parts Margin to Retain	Apply parts discounts at point of sale.

Accounts

Sales Ledger

Option	Description
Sales Ledger Menu	Enables access to the sales ledger.
Enquiry	View account details.
Invoice	Raise and credit sundry invoices.
Receipts	Post customer receipts.
Journals	Post sales-to-nominal journals.
Reports	Access financial reports.
Statements	Send customer statements.
Setup	Configure statement email settings.

Purchase Ledger

Option	Description
Purchase Ledger Menu	Enables access to the purchase ledger.
Enquiry	View supplier accounts.
Invoice	Post supplier invoices and credits.
Payments	Process supplier payments.
Reports	Access supplier reports.
Setup	Configure purchase ledger settings.

Other Accounts

Option	Description
Nominal Ledger	Run trial balances, view transactions, and post journals.
Cash Book	Reconcile bank accounts.
VAT Return	Review and post VAT returns.
Till Reconciliation	Access till reconciliation reports.
Amend Cashbook Bank Dates	Change bank dates in the cashbook.