Configuring WashLynx Account Permissions

This article discusses what all of the different configuration/permission options control, in the Card Tracker's WashLynx tab.

If you look up a WashLynx account number, using the Card Tracker, you will see a WashLynx tab where you can enable the account to start working in the store, and configure what types of operations a particular WashLynx account holder has access to:

When making any changes to any permissions on the WashLynx tab, make sure to click on the Save button at the bottom of the page to confirm the changes:

If the changes were saved successfully, you will see a confirmation message near the top of the page:

Enabling a new WashLynx Account:

In order to start configuring a WashLynx account for an employee, that employee needs to first:
 - download the WashLynx app onto their phone: https://app.washlynx.com/
 - then create their new WashLynx account (either by signing up with an email address/password, or by linking their account to the google/apple account signed in on the device.

Once they've created a WashLynx account on their phone, they will be presented with the following screen:

At this point, someone who has Admin access to your location's Laundro Portal will need to enable the newly created WashLynx account for that employee.

Use the Card Tracker to look up the newly created WashLynx account number (this will be displayed on the app screen).

Navigate to the WashLynx tab and click on the Account Enabled check box to enable this WashLynx account:

Click on the Save button at the bottom of this page to save the changes.

Once the WashLynx account has been enabled, you will see a location ID listed as the Primary Location for that WashLynx account.

If you have multiple locations, you can enable this WashLynx account to work for any of your locations by using the Assigned Locations section at the bottom of the page.

Next you'll want to configure the specific permissions/restrictions you want this specific WashLynx account to have.

Reader Service permissions

Get basic info:

This setting gives the ability for the account holder to collect basic info about a specific card reader
(Support/Customer ID, Location ID it's activated to, The reader # (washer/dryer #), and Firmware version installed on that reader)

Activate/Deactivate:

Gives the ability for the account holder to Activate a new card reader to this store location, or Deactivate a card reader that is currently activated to this location.

This is similar to the functions of an Activation card, except an Activation card can only active new card readers

Enter machine service modes:

Gives the ability to set a specific card reader to out of service.

This is useful if a machine is out of service and you don't want customers to accidental attempt to start that machine

Reboot Reader:

Gives the ability to reboot a card reader without needing to unplug the reader, or machine, from power

Reader Types:

You can limit the above Reader Services to only work with specific types of card readers

Any particular WashLynx account will only work on readers types that you have select:

Machine Use Allowance

For Service:

When attempting to start a machine, the WashLynx app will ask for the account holder to give a reason for starting that machine.
Usually there are only 2 reasons to start a machine; for testing purposes (Service), or for helping customers (Customer Support).

By checking off this check box, you are giving the account holder the ability to select "for service" as a reason for starting a machine.

When viewing these transaction in the Card Tracker's Usage Report tab, you will see the reason that was selected for this specific machine start as well as any notes that were included when the machine was started:

For Customer Support:

When attempting to start a machine, the WashLynx app will ask for the account holder to give a reason for starting that machine.
Usually there are only 2 reasons to start a machine; for testing purposes (Service), or for helping customers (Customer Support).

By checking off this check box, you are giving the account holder the ability to select "for customer support" as a reason for starting a machine.

When viewing these transaction in the Card Tracker's Usage Report tab, you will see the reason that was selected for this specific machine start as well as any notes that were included when the machine was started:

Require account to be Clocked-In:

This restricts all permissions given, to only working if this WashLynx account is currently Clocked-In.

If this option is selected, you also need to enable Clock In/Out capabilities for this account (see Clock In/Out section for more details)

Require explanation note:

This enforces that a reason must be given for any machine starts that this particular WashLynx account holder attempts.

If no note (Explain Reason) is entered, when they attempt to start the machine, they will receive an error message and the machine will not start:

Washer/Dryer/Vending machine daily use limit:

If you would like to give a WashLynx account holder the ability to use machines, but want to limit the amount that this person is able to use their account to start machines, you can check the checkbox for any machines you want to set daily use limits for.

If you do NOT check any of these boxes, then the daily limits, for this particular WashLynx account, will be unlimited

Total cycle cost:

If this is checked off, the system will limit this account to only being able to start these machines while the total cost of machine starts is below the threshold that you enter in this field.

e.g. if all Washers cost $4 to start, and you set this value to $50, this account holder will be able to start 12 washers daily since those starts would total to $48.

They would not be able to start a 13th washer because that would bring their total cycle cost above $50.

Total cycles:

If this is checked off, the system will limit this account to only being able to start these machines while the total amount of cycles is below the threshold that you enter in this field.

This is useful if you have machines that cost different amounts, and you want to limit this account to only being able to start a certain amount of cycles per day, and don't care what the dollar amount of those cycle starts amount to.

Resetting Daily Limits:

If at any point a WashLynx account holder has gone over their daily limit, but you want to allow them to do additional starts on this day, you can reset their daily counters by clicking on the Reset button to the right of that daily counter:

VAC Service

Get basic info:

Allows the account holder to be able to collect basic info from the VACs
(Support/Customer ID, Location ID, VAC ID, and Firmware version of the NFC card reader 1 board)

Check status:

Allows the account holder to trigger the System Status screen to show up on the VAC's touch screen

(this is the same screen that you can access with a Property Management card)

Perform Tests:

Gives the account holder access to various system tests that normally require a Property Management card to access

Reboot VAC:

Allows the account holder to trigger a VAC software reboot.

This is the same type of reboot that can be triggered from the Laundro Portal's VAC Commands page:

Activate/Deactivate:

Gives the account holder the ability to Activate and Deactivate VAC control boards.

This functionality is usually only needed when installing a replacement VAC Control Board.

Register Cash Collections:

Allows the account holder to register a collection.

This is the same functionality as a Collection Card

Allow cash deposits:

Gives the account holder the ability to deposit loose cash into the VAC so that it can be stored inside the cash box

This is the same functionality as the Cash Deposit option you get with a Property Management Card:

VAC Card Operations

Dispense cards:

Allows the WashLynx account holder to dispense laundry cards from the VAC

Add/Change balances on cards:

Gives the WashLynx account holder the ability to add or change balances on customer's laundry cards

Daily card operation limits:

These restrictions can be used to limit the amount of laundry cards the WashLynx account holder can dispense from the VAC.

This controls the total value that this account holder is able to add to laundry cards in a day, and/or the total amount of system cards this account holder can create:

If needed, these daily limits can be reset at any time by clicking on the reset button next to the daily limit you want to reset:

Wash Dry Fold (WDF)

Enable:

Gives the WashLynx account holder the ability to see Wash Dry Fold orders on their WashLynx app.

This option needs to be selected if you want this WashLynx account holder to be able to see pending Wash Dry Fold orders entered on the Laundro Portal

or if you want to be able to assign specific Wash Dry Fold orders to this particular WashLynx account.

Allow manual order entry in App:

If this option is selected, it gives the WashLynx account holder the ability to create WDF orders using the WashLynx app

Clock In/Out

Enable:

Selecting this option will give the WashLynx account holder the ability to Clock In/Out using their app at VAC01.

If you have selected the "Require account to be Clocked-In" restriction, you'll want to ensure that you also have this option enabled

Assigned Locations

If you have more than 1 location, under your Support ID, you will have the ability to set which locations a specific WashLynx account can be used in:

Any location listed under the Selected Locations are locations that this WashLynx account will work in.

To add additional locations to this WashLynx account, click on the  icon next to that location to add it to the Selected Locations list:

To remove a location from this WashLynx account, click on the  icon next to the location you want to remove:

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