When first setting up an account, there are a few important concepts to take into consideration. These will impact day-to-day usage in various ways, such as how information is grouped together in reports and which users have access to which features.
Account, Groups, and Locations
The platform has a three-level hierarchy centered around Locations.
- Location: A single, physical location of a brand.
- Groups: A collection of Locations defined by the brand. There is no limit to the number of Groups that can be created. These are often used to group Locations by geographic location, franchisor, and regional manager structure.
- Account: All Locations of a brand in the platform.
Users can switch between Accounts, Groups, and Locations using the dropdown in the top-left corner of the platform.
The breadcrumb to the right of it will always indicate which “level” the user is on. The below screenshot shows the user is in the Olo Location - San Diego location of the OLO Sentiment account.
Creating a Group
To create a Group, navigate to Account > Groups and then click the Add Group button in the top right corner.
This will reveal a dropdown with two options: Create Manual and Create Smart Group by Filter.
The Create Manual process asks the user for a Group Name and then allows them to add individual locations to the group by clicking the Add button. Users can filter down the list of available locations using the Search Locations box or by filtering by Network.
The Create Smart Group by Filter option, Smart Groups for short, enables brands to streamline and automate the process by bulk creating Groups based on specific criteria.
There are six elements of the Smart Group user interface:
- Group Name: The internal-only facing name of the Group that will display within the platform.
- Find a Field: The attribute that will be used to filter the locations included in the Group. These are pulled from the Location Details information and include attributes like Location Name, State, and Postal Code.
- Boolean Logic Type: Dictates how the value entered will be applied to the filter. Options include Contains, Excludes, Equals To, Begins With, and Ends With.
- Boolean Logic Value: The value or values applicable to the Field.
- Preview: As Filters are added, the list of Locations that meet the filter criteria will display.
For example, let's say we have two concepts under a parent brand: Athena Grill and Olo Skip the Line. A Smart Group for all Olo locations in California would look like the below:
Permission Settings
There are two user types within the platform: Admins and Managers. Admins have the most access to features and capabilities, while Managers have a subset of capabilities, many of which can be customized by Admins.
Some common Admin capabilities include:
- Linking/deleting networks
- Editing Account, Group, and Location details
- Add or remove Managers from Accounts, Groups, and Locations
- Review Response approvals
There are a wealth of Manager Permissions that can be configured. Admins can access and update these by clicking the gear icon in the top-right corner of any page to bring up the Account Settings page. On the Permission tab are two drop-downs that allow the user to toggle access on or off for specific features.
A checkbox means that all Managers will have the ability to access/use that feature. To remove access, simply uncheck the applicable boxes and click the Save button in the bottom-right corner.
Note: For Olo GDP and Marketing customers, this is a separate access and permissioning system to Role-Based Access Controls (RBAC).
There are also a few settings that can be configured for individual users. To change these, navigate to Account > Users, click on the desired user, and then the Features tab.
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