Salesforce and COACH App Access: Adding and Removing Your Staff

To use the COACH app in Salesforce, a System Administrator needs to grant a license and permissions to each person in your organization that will be using the COACH app.

NOTE: To revoke Salesforce access from a User, Salesforce does not allow User accounts to be deleted. Salesforce's Best Practices recommend deactivating any Users that no longer need Salesforce access. They also recommend creating a new User Account for EACH User that will need Salesforce access and not changing the information of another User Account.

Adding a User to Salesforce:

The COACH app is hosted in Salesforce and every User must have a Salesforce User Account to be given permission to access the COACH app in your Salesforce instance.

Do not overwrite an inactive User Account to create access for a new User. All User Accounts have unique Salesforce User IDs that are tied to their SHARE and LEARN access.

1. Log into Salesforce.
   
   
2. Navigate to the Setup (cog) icon in the top right corner of your screen and select Setup.
   
   
3. In the left navigation panel, click on the Users link to expand the menu and select Users or use the Quick Find box to search for "Users."
   
   
   
4. Click New User to create a new User Account.
   
   
   
5. To create a new User, enter the following information in the following mandatory fields:
   
   • First Name: Staff Member's first name.
   • Last Name: Staff Member's last name.
   • Alias: This field will automatically generate an alias after the First and Last Name fields are filled.
   • Email: Staff Member's email address.
   • Username: This field automatically generate a username based on the email address entered above.
     • If you see an error here, you may need to create a username that is formatted similarly as their email address but add extra numbers or characters to it.
     • Example: If a User's email is [e-mail], their username can be [e-mail].
   • Role: Leave this field blank unless a System Administrator advises you to do choose otherwise.
   • User License: Select Salesforce.
     • You may see various License Types available but Salesforce (not Salesforce Integration) is the correct License to give your Users the correct access to Salesforce. 
     • If Salesforce is not an available option, you may not have enough Salesforce licenses left to add this person. You may need to deactivate another User Account or purchase more Salesforce Licenses from your Salesforce Account Representative.
   • Profile: Choose Standard User or System Administrator.
     • System Administrator grants this User complete access to make changes in your Salesforce instance.
     • Standard User grants this User limited access in this Salesforce instance.
     • Your organization may have other custom Profile Types available to be used here and a System Administrator should have information about these.
   • All other fields are not mandatory but can be edited at your discretion.
     
     
6. Click Save to create this User account. Your new User will be notified by email that their account has been created and they will need to create a password for this account. They will have 7 days from the day the account was created to use the link in that email to finish creating their account.
   
   
   
7. Repeat these steps for any additional new User Accounts.

To have SHARE and LEARN access granted to your new Staff Users, use the Chat to send us the following information: the User(s) Full Name, Email Address, Salesforce User ID (Finding a Salesforce User ID).

Granting COACH App Access:

Assigning a COACH App License:

A COACH app license is necessary for Users to view and open the COACH app in Salesforce. The COACH app permission sets are necessary to Users use the app and add/edit information within the app.

1. After creating your new Salesforce User Accounts, in Setup, navigate to Apps - Packaging - Installed Packages or use the Quick Find box to search for Installed Packages.
   
   
2. In the Installed Apps list, locate Change Machine Production and click on Manage Licenses.
   
   
3. Click on Add Users to find and select one or more Users that will need COACH app access.
   
   
4. After selecting the User(s), click Add to allocate a COACH license to them.

Assigning COACH App Permission Sets:

To access and use COACH app, each User that has a login for Salesforce must also have the Change Machine Permission Sets assigned to them.

• • CM Permission Set Template: Assign to any User that will have COACH app access.
  • CM System Permission: Assign to any User that will have COACH app access.
  • CM Configuration Permission: Assign to any User will need access to the Change Machine Configuration app to create and edit Tools, Actions, and Trails.
  • CM Configuration: Assign to any User will need access to the Change Machine Configuration app to create and edit Tools, Actions, and Trails.

1. In Setup, navigate to Users and select Users. You can also use the Quick Find box to search for Users.
   
   
2. Click on the name of a User who will be using the COACH app.
   
   
3. Scroll down to the Permission Set Assignments section.
   
   
4. Click the Edit Assignments button to add Permission Sets.
   
   
   
5. The list of Available Permission Sets are all in alphabetical order. Find the Change Machine Permission Sets that are applicable for this User and use the Add (right arrow) button to add them to the list of Enabled Permissions. You select one at a time and add them or you can click on one and press and hold down the CTRL key on your keyboard to select multiple and add them.
   • You can remove permissions by selecting one or more from the Enabled Permission Sets list and clicking the Remove (left arrow) button to add them back to the Available Permission Sets list.
     
     
6. Click Save to save these permission sets to the User.
   
   
7. Repeat these steps for any additional Users that will have COACH app access.

Revoking COACH App Access:

Your organization has a set number of licenses that were purchased to access the COACH app in Salesforce. If a User no longer needs access to the COACH app, you can remove their license and reassign it to another User.

1. Navigate to Setup, navigate to Apps - Packaging - Installed Apps or use the Quick Find box to search for Installed Apps.
   
   
2. In the Installed Apps list, locate Change Machine Production and click on Manage Licenses.
   
   
   
3. Click on the Remove button next to any Users that no longer need Twilio access or click the Remove Multiple Users button to select multiple Users at a time to revoke their license.

Deactivating a User in Salesforce:

If a User is no longer a part of your organization or will no longer need access to COACH or Salesforce, deactivating their account will revoke login access to Salesforce.

1. In Setup, in the left navigation panel, click on Users to expand the menu and select Users or use the Quick Find box to search for Users.
   
   
2. Locate the name of the User Account you want to deactivate. Click the Edit link to the left of their name or click on their name can click the Edit button.
   
   
   
3. Uncheck the Active checkbox to make this User Account inactive. Click Save to save this change.
   • If a User returns to your organization at a later date, you can mark the Active checkbox to reactivate their original login.
     
     
4. Repeat these steps for other User Accounts that no longer need Salesforce access.

To have SHARE and LEARN access revoked from your former Staff Users, use the Chat bubble to send us the following information: the User(s) Full Name and Email address.