User Profile Templates

HawkSoft User Templates enable you to quickly create new user profiles for an employee or group of employees that have common job titles or responsibilities. HawkSoft has three default templates based on common roles in the agency with preselected permissions relevant for each role:

Bookkeeper - This template is intended for bookkeeper users in your agency.

CSR/Producer - This template is intended for CSR/Producer users in your agency.

Manager - This template is intended for a manager user(s) in your agency.

This article is intended to help agency administrators create new default templates, modify existing templates, or apply templates to users to meet your agency's needs.

HawkSoft default user templates cannot be modified. This ensures that when any permission updates are made to the program, your agency user templates are kept up to date. Customized templates will not be updated as permissions are added to the program.

HawkSoft does not provide an Administrator user template because Admin users automatically have full permissions. They can also manage seats and access the HawkSoft Marketplace to purchase and configure products and integrate with HawkSoft Partnersthird-party applications.

Once a user profile is created based on a template, you can customize the user's individual permissions, as needed. See Add a New Userfor detailed steps on how to add a new user based on a user template.

Setting user permissions is typically performed by an Owner/Administrator.

In order to complete this task, user permissions must be set to include:

Agency Setup > Agency Info/Office Setup
Agency Setup > User Setup

See User Permissions for more information.

  1. Click the  Setup icon, and then select User Setup.
  2. Click the Manage User Templates button.

  3. Select the desired template.

    HawkSoft's Default User Templates cannot be modified. These templates are marked with a blue "HawkSoft" tag.

    However, you can create a new template based on an existing template or copy an existing template and then customize it.

  4. Optional: Modify the Name and/or Description of the template on the Overview tab.

  5. Multi-Office agencies only: Select the Offices tab.

    1. Check which offices this template will be used for.

    2. If you've checked more than one office, choose which office will be the Default Office when this template is applied. This determines which office the user logs into when they log into HawkSoft. They can change the default office in My Account settings. Each of their assigned offices are available from the Default Office drop-down.

    3. Optional: Select Roaming User to enable users to select from any of their assigned offices when logging in. The user can toggle this setting on or off in My Account settings.

  6. Click on the Permissions tab to check or uncheck user permissions based on job responsibilities and preferences for this type of user.
    See User Permissions for a description of all permissions.

    If your agency has User Permissions by Office enabled, you can configure offices and office-based permissions as part of creating or editing a user template.

  7. Click Close to close the permission editor.

  8. Click Save to save the changes to this template.

Once you have modified an existing template, you can mass apply the template to multiple users in your agency. See Mass applying an existing template to multiple users for more information.

  1. Click the  Setup icon, and then select User Setup.
  2. Click the Manage User Templates button.
  3. Click Create Template.

  4. Select an existing template from the drop-down list to copy an existing template's settings to this new template. You will be able to modify the new template's settings.

    Otherwise, choose Blank Template from the drop-down to create a template from scratch.

  5. Click Continue.
  6. Enter a template Name and Description on the Overview tab

  7. Multi-Office agencies only: Select the Offices tab.

    1. Check which offices this template will be used for.

    2. If you've checked more than one office, choose which office will be these users' Default Office. This determines which office the user logs into when they log into HawkSoft.

      Check "This is a roaming user" if this template should be able to allow the user to select which office they log into.

  8. Click on the User Permissions tab.

  9. Use the Permissions Editor to check or uncheck user permissions based on job responsibilities and preferences for this type of user.

    See User Permissions for a description of all permissions.

    If your agency has User Permissions by Office enabled, you can configure offices and office-based permissions as part of creating or editing a user template.

  11. Click Close to close the permission editor.

  12. Click Save to save the new template.

    Your new template is listed on the User Templates screen.

Once you have created a new template, you can mass apply the template to multiple users in your agency. See Mass applying an existing template to multiple users for more information.

You can quickly apply an existing user template to multiple users in your agency at once. For example, if you wish to add a user permission to your customized "Front Office" template, you can update the user template with the necessary permission and then mass apply the template to all "Front Office" users in your agency.

For agencies with multiple offices, if you apply a User Template to a user who has no assigned offices, that user will inherit the assigned offices, including all User Permissions by Office, from the User Template.

In order to mass apply existing templates to multiple users, your HawkSoft User Profile must be designated as an Administrator. To add a new Administrator to your HawkSoft database, an agency principal must contact HawkSoft Support.

All user permissions for the selected user(s) are now overwritten with the user permissions of the applied user template.

  1. Click the  Setup icon, and then select User Setup.
  2. Click the Manage User Templates button.

  3. Select the desired template from the list of user templates.

    The Editing User Template dialog opens.

  4. Click Apply to Users.

    The Apply User Template dialog opens.

  5. Check the boxes of the users you would like to apply this user template to, and then click Apply.

    You can filter users by their initials or name using the Filter bar. Once you have selected your users, you can click the View Only Selected toggle to display only the users you have selected from the list. Click Clear to remove all filters.

    The user template has been applied to all users that you selected.

  1. Click the  Setup icon, and then select User Setup.
  2. Click the Manage User Templates button.

  3. Select the template you wish to copy.

    If you copy a default HawkSoft user template, the Viewing HawkSoft User Template dialog opens.

    If you copy a non-HawkSoft user template, the Editing User Template dialog opens.

  4. Click Copy Template in the bottom-right corner.

    The template is immediately copied.

    The Editing User Template dialog opens.

  5. Optional: Make any changes as needed to the copied template, and then click Save to save the template.

  6. Click the newly copied template, and follow the steps in Modifying an existing template to make changes to this copy.

  1. Click the  Setup icon, and then select User Setup.
  2. Click the Manage User Templates button.

  3. Click the template you want to delete.

    HawkSoft's Default User Templates cannot be deleted. These templates are marked with a blue "HawkSoft" tag.

    The Editing User Template dialog opens.

  4. Click Delete Template, then Yes on the confirmation dialog.

    The template is deleted, and a confirmation message appears.

    Profiles created using the template will not be impacted when the template is deleted.

If your agency has multiple offices, you will see an Offices tab when creating or updating agency user templates.

Applying a template to an existing user will update permissions but will not change their assigned offices.

Some users may not have any assigned offices. This can happen when you first enable offices, or when you enable User Permissions by Office as part of migrating from HawkSoft 5.

In such cases, you can either manually assign offices and User Permissions by Office to each user or apply User Templates. When you apply a User Template to a user who has no assigned offices, that user will inherit assigned offices, including all User Permissions by Office, from the User Template.

When a template is applied to a user that already has at least one office assigned, only the permissions will be applied from the template not the template Office assignments.

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