Adding or Removing Users

Everyone at your dealership who needs to work in My Dealer Jacket gets their own login. Sharing one account is a bad idea for a practical reason as much as a security one: the activity log records who did what, and if everybody is the same person, it cannot tell you who changed a deal.

Your team lives in Settings, then Users.

Before you start

You need permission to add users. If you cannot, clicking New User tells you why — either your account is not allowed to add people, or you have used every user your account includes. The counter beside the Users heading shows how many you have and how many you get; hover it to see the limit spelled out.

You will also want the person’s work email address to hand. That address is what they sign in with, so it must be one only they can read.

Caution

Only give access to people you would trust with your dealer number. Every action taken in My Dealer Jacket is tied to a named person, and your dealership answers for all of it — including anything filed with the state. Someone without the credentials or the background to be doing this work should not have a login.

Adding someone

1. Invite them

On the Users page, click New User and enter their first name, last name and email address, then Add. They get an email with a link to set their own password. You never set a password on someone else’s behalf.

If they already have a My Dealer Jacket login at another dealership, use that same address — they will be added to your dealership rather than given a second account.

2. Set what they can do

Open the person you just added. The Permissions tab is where you decide what they can reach. Permissions are grouped into five areas:

Area	What it covers
Full access	One switch that turns on everything below
Areas of the app	The tabs down the left of the screen — deal jackets, inventory, registrations, the tag & title service, the supply store, payments, reports
Saved records	Customers, banks and lienholders, vendors, lots
Inside a record	Files, documents, electronic signatures, credit applications, activity and comments
Settings and billing	Your dealership’s setup, your team, your pricing templates, and how you pay for what you use

Within a group you can allow viewing, adding, editing and deleting separately. Each switch saves itself as you flip it — there is no Save button on this tab. There is a search box if you know what you are looking for, and a Granted only filter to see what this person currently has.

A salesperson usually needs to see and create deals and customers but has no business in billing. Give people what their job needs and nothing more; you can always come back and widen it.

Caution

Full access is not just “a lot of permissions”. It turns on everything, keeps it on, and lets that person change what everyone else on the team is allowed to do — including you. Keep it to the owner and whoever genuinely runs the office.

A handful of individual permissions are marked Sensitive. Those are worth reading the description on before you grant them.

Permissions

What each person on your team is allowed to do

31 of 84 on

Search permissions

Granted only

Areas of the app

The tabs down the left of the screen. Turning one off hides that whole area for this person.

Team members

Adding people to your dealership and deciding what each of them can do.

2 of 3 on

• See the team list

  View everyone who has an account at your dealership.

• Invite a team member

  Send an invitation so someone new can create an account at your dealership.

• Change what the team can doSensitive

  Turn permissions on and off for other people. Give this only to someone you trust to set access for the whole team.

IllustrationPermissions come in three levels. A section — Areas of the app here — holds group cards; each card is one area, with its own icon, a count of how many of its permissions are on, and a switch that moves the whole card; and inside the card is a list of the individual permissions, each with its own switch and a line explaining what it lets someone do. The Sensitive chip sits on a PERMISSION, not on a card. The header counts how many of the whole catalogue are on, and the search box and Granted only filter are there because there are 28 cards in five sections.

3. Set them to Active

This is the step people miss. A newly added person starts Inactive on purpose — it gives you time to set their permissions before they can get in. Set Status to Active before you send them off to accept. If they accept while still Inactive, we will not sign them in: they are sent back to the sign-in page and told their access has not been switched on yet. The page tells you so in an alert at the top.

4. They accept

The invitation is theirs to accept. If they say the email never arrived, have them check spam first. To send it again, open the person and use the refresh control beside Invite Accepted.

Two things about that page while you wait:

• Invite Accepted usually says Yes as soon as you add somebody new. That is normal and does not mean they have opened the email.
• Their personal details are locked, showing Invite not accepted where their name and phone would be. That is deliberate — those details are theirs to enter, not yours. Their Status and their permissions are still yours to set in the meantime.

Changing what someone can do

Open Settings → Users, click the person, and adjust their permissions. Changes apply the next time they load a screen — they do not have to sign out and back in.

Setting someone to Inactive is the fastest way to cut off access without deciding anything else. It is the right move for a suspension, a leave, or anyone you are unsure about.

Removing someone

Open Settings → Users, find the person in the list, and choose Delete from the menu at the end of their row.

This takes away their access; it does not delete the work they did. Deals they created, payments they recorded and changes they made all stay exactly where they are, still attributed to them in the activity log. That is deliberate — a departing employee should not take your records with them.

It is also reversible. Use Show Deleted Users on the Users page to see who has been removed, and restore them from there. Restoring is its own permission, so somebody who can remove a person may not be able to put them back — an account admin can.

Two things you will not be allowed to do, and both are guardrails rather than bugs: you cannot remove yourself, and you cannot remove every account admin. Somebody has to be able to let people back in.

Caution

Remove someone the day they leave, not the day you get around to it. An account nobody is watching is the one that causes trouble. If that person had registration access, this matters more — filings made under their login are your dealership’s responsibility.

After you finish

• The person sets their own password and fills in their own details — Your Personal Information.
• If they also work at another dealership, see Working at More Than One Dealership.
• Anyone who will be filing registrations needs their own driver license on file before the state will accept their work — see Creating a Temporary Tag Registration.