User Management & Roles for Field Teams
Set up your whole field team in RxRep: reps, managers and office staff, each with a role, a reporting line and the areas they cover. You decide who can see and do what, and every manager sees only their own part of the team.
Who can see and do what in your team
A pharma field team has layers: medical reps, first line managers, area and regional managers, and head office. Each layer needs a different view of the same data, and people join, move and leave all year.
In RxRep every user has a role, a manager they report to and the areas they cover. A role is a list of permissions: who can view, add, edit or delete each kind of record, and whether they see only their own, their team's or everything. Starting roles are included (Admin, Sales Manager, Area Manager, Medical Rep and HR Manager), and you can build your own.
Why user management matters in a field team
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New joiners need access on their first day
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Managers should see their own team and nobody else's
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People who leave must lose access at once, without losing their history
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Reps ask for new colleagues, but a manager has to approve them
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You pay for seats, so inactive people should not count
What you can do
Roles and permissions
Build roles from a permission list, or start from the ready-made ones. A role cannot be given more access than the person assigning it has.
Reporting lines
Set who reports to whom. Access can be limited to the person's own records, their team, everyone below them in the hierarchy, or everything.
Employee codes
Codes are made for you from your company name, such as SHC-001, and each organization numbers its own staff.
Deactivate and reactivate
Deactivating signs the person out and can hand their pending approvals, team members, doctors and pharmacies to someone else. Their history stays.
Seats follow active users
Only active users count against your user limit, so a leaver stops using a seat as soon as they are deactivated.
Approval for new users
A rep can request a team member. The nearest manager above them whose role can approve decides, and the account starts inactive until it is activated.
Two-step sign-in
Each person can turn on an authenticator app or an emailed code, and gets recovery codes. They can also see and end their own active sessions.
Report for each person
Open a report for one rep or a whole team: visits, sales, attendance, expenses and approvals, with Excel and PDF export.
How RxRep helps
Spreadsheets and shared logins
- A shared login or a list of passwords
- Everyone sees everything, or nothing
- A leaver's access lingers for weeks
- Handing over doctors by phone call
- Paying for seats nobody uses
With RxRep
- One account per person, with its own role
- Each manager sees only their part of the team
- Deactivate signs them out at once and keeps their history
- Pending items and records handed to a named person
- Only active users count
Benefits
Frequently asked questions
Ready to put user management to work?
From $7 per user per month. Start with a 7-day free trial, or let us show you around first.