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Best Practice: How to Add and Manage Users Safely

The step-by-step guide to setting up new team members in the iVendi Platform and maintaining a secure dealership account.

Providing your team with access to the iVendi Platform is quick and easy. To keep your dealership's customer data secure, comply with data protection regulations (such as UK GDPR), and maintain a clear audit trail of who completed which finance action, it is important that every team member has their own individual login.

Sharing passwords or using generic group logins (like "sales@dealership.com") is a major security risk and should always be avoided.

Here is our step-by-step guide to adding and managing users with best-practice security in mind.

Step 1: Navigate to User Management

To add or manage users, you must have Administrator privileges on your iVendi account:

  1. Log in to the iVendi Platform.
  2. Go to Settings > Manage Users in the main menu.
  3. This dashboard will display all active users who currently have access to your dealership's account.

Step 2: Create the new user account

  1. Click the Add User button.
  2. Fill in the new user’s details. Always make sure you provide:
  • The user's real first and last name (avoid nicknames or generic names like "Sales Desk").
  • Their individual business email address (e.g., "jane.smith@dealership.co.uk").
  • Accurate contact information.
      3. Select the appropriate access level and permissions based on their specific role                in your business (e.g., a junior sales executive may only need quoting permissions,            whereas a sales manager might need full admin rights).

Step 3: Save and send the invitation

  1. Once you have completed the user's details and permissions, click Save.
  2. The iVendi platform will automatically generate and send a secure password creation email directly to the address you entered.

Step 4: The user sets up their login

  1. Ask the new user to open their email inbox and look for the iVendi password invitation.
  2. They should follow the secure link in the email to set up their custom password.
  3. Once their password is created, they can immediately log in to the iVendi Platform.

🔍 Troubleshooting Tip: If the invitation email hasn't arrived within a few minutes, ask the user to check their Junk or Spam folder. If it’s still missing, double-check that you entered their email address perfectly in the user management screen.

Best Practice Rules for Dealership Security

To keep your dealership's account and customer finance applications safe, establish these simple rules within your team:

  • One Person, One Login: make sure everyone has their own unique account. No exceptions!.
  • The Principle of "Least Privilege": Only grant the permissions a user actually needs to do their job. Avoid clicking "Select All" or granting administrator access unless it is genuinely required for their role.
  • Audit Access Regularly: Set a calendar reminder once every few months to review your user list in Settings > Manage Users.
  • Remove Departed Staff Immediately: When a team member leaves your business or moves to a role that no longer requires iVendi, disable or delete their account immediately to revoke their access.

Following these simple practices keeps your customer data safe and makes sure your dealership remains fully aligned with compliance and security standards. If you have any questions or need help configuring user access levels, please reach out to Support@iVendi.com!.