User Settings

👤 User Settings in Acquaint

The User Settings screen controls how a User accesses Acquaint and defines which features, functions, and processes are available to them. It also includes key security settings, such as password management.

🔐 Only Contacts with the Contact Type set to User will display the User Settings icon.

https://www.youtube.com/watch?v=sx3ab5jX_vE

👤 Adding a New User in Acquaint

To add a new User:

1. Click the New Contact icon

2. Set the Contact Type to User

   • This automatically pre-fills the Company and Business Address based on the selected Branch

3. Once saved, the User Settings icon will appear, allowing you to configure access and preferences

⚙️ User Settings Overview

The following fields and options are available:

🔐 Access & Security

• Type: Assign a User Type to define access levels and available functions

• Password: Optional but recommended for secure login

• Password Change: Specify if the User must change their password after a set number of days

• Startup Form: Choose the screen displayed upon login

  • Options include: Home Page, Contact List, Property List, Property Presentation

• Language: Currently only English is supported

🧑‍💼 Role & Functionality

• Department: Group Users by department—useful for filtering in the Diary screen

• Negotiator: Mark the User as a Sales, Lettings, or Sales & Lettings Negotiator

  • Negotiators appear in the Process Outlook Emails screen and receive website registration notifications

• Signatory Change: Allow the User to change the signatory on letters—ideal for admin staff

• Branch Manager: Tick to designate the User as a Branch Manager

  • Used internally by Acquaint to trigger certain feature notifications

• Licence Number: Store a personal licence number (useful for Irish customers)

📩 Communication & Messaging

• Display Messages: Enable or disable internal toast notifications

• Suppress Email Processing: Re-enable manual email processing via the Outlook Emails button

🖼 Personalisation

• Photo: Attach a staff photo for use in mail merges

  • Images are resized if wider than 350 pixels and stored in the Users folder

• Signature: Upload a signature image for use in letters and emails

• Text Colour & Background Colour: Set preferred colours for the Diary view

📅 Diary Synchronisation

• Sync Diary: Sync Acquaint’s Diary with:

  • Outlook Calendar

  • Google Calendar

  • Windows Live Calendar

• Sync Diary Level: Choose what to sync:

  • Just My Appointments

  • Everything at My Branch

  • Everything at All Branches

🔔 Home Page Reminders

• Configure which reminders appear on the Home Page

• Reminders are grouped into 8 categories for better visibility and control

https://youtu.be/K23HbuuQxkY?si=yIC1bV3LQ3n-r_Ly

🔐 Changing a User Password

To update your password in Acquaint:

1. Click Find

2. Locate your User Contact record

3. Click User Settings

4. Click Edit

5. Enter your new password in the Password field

6. Click Save to apply the change

🚫 Disabling or Expiring a User

When a staff member leaves, you can disable their access by marking their User record as Expired.

Steps to Expire a User:

1. Locate the departing staff member’s User record

2. Click Edit

3. Change their Status to Expired

4. Click Save

After saving, the Change User Assign Records screen will appear. This allows you to optionally reassign the expired User’s:

• Contacts

• Properties

• Tasks

• Appointments

To reassign:

• Select a replacement User from the dropdown

• Click Run to transfer the records

• Or click Cancel to leave the records unchanged

This will retain their User history but disable their access to the Acquaint software so they won't be able to login.

https://youtu.be/aBYeE9pNaYs?si=8Yx1gFTRbRj82pLg

🗑 Deleting a User

Deleting a User is only possible if:

• The User was recently added, and

• They have no historical data associated with their record

In most cases, deletion is not permitted to preserve data integrity. Instead, set the User’s status to Expired to disable access while retaining their history.

🎨 Diary Colour Settings

The Text and Background Colour settings in User Settings apply only when viewing the Diary in Colour Coded By User mode. This helps visually distinguish entries by User.

🚫 User Creation Limitations

New Users cannot be created via the New Items – Quick Add screen. To add a User, use the New Contact process and set the Contact Type to User.

💳 Financial Permissions

You can configure permissions to allow Users to edit financial records without granting them the ability to process payments. This is managed via: Financial Options → Process Tenant Payments