To manage users, navigate to “Settings” in the main menu tab -> Manage Users.

Administrators are be able to create new users, edit users and delete or deactivate users.

Creating New Users

VAR Account Holders are able to create new users and assign them to any territory across the company. VAR Admins are able to create new users and assign them to any territories which they have access to (this is based on their own territory visibility). Select ‘Manage Users’ from the Settings menu.

Then, select ‘Create New User’:

This will direct the administrator to the ‘Create User’ page. From this screen, enter the user’s first and last name, and the user’s email address and phone number.
If this user is going to be granted access to Vartopia immediately, check the box ‘send invitation email to user’ this will send the user instructions on how to activate their account and a one-time temporary password which they will be prompted to change upon their initial sign-in.


Hierarchy of roles set up to work with different roles within organization.

VAR Account Holder – a key person, who sets up vendor connections, manage users, sales territories at companywide level and has full visibility of registrations and reports.

VAR Admin – administrative account, manages users, sales territories, and has visibility which is dictated by settings

Sales Rep – outside sales representative, submits registrations on their own behalf. Have their own territory auto-created at the time of their set up and have visibility into only their own deals across the application. Administrators can give sales representatives access to additional territories.

Submit – is a role that should be assigned to sales representatives if they submit deals for themselves. Submit is also a role for deal registration teams and people who submit on behalf of sales representatives. If sales managers also want the capability to submit for sales representatives on their team, this role must be

Analytics User – is a role granting any user access to the deal data visible to them in the Dashboard Analytics feature of Vartopia; this role will only be available if the company has purchased the Dashboard Analytics feature.

Sales Territory Assignment

For sales representatives, a parent territory must be selected. Any other territory assignment is in addition to the sales representative’s own territory.

More than one role may be set for one User (eg. one person can perform roles of Administrator and Sales Rep in a company).

Administrator has to assign a Sales Rep to a Territory. Other roles can be assigned to a territory or not.

Administrator also controls who’s Registrations each user is allowed to see by setting up Territory Visibility.

Sales Territories

Sales Territories is a way for a company to manage and divide its internal organization and workload. It is also a security concept, as Administrators have more control over who is allowed to see Registrations and Reports.

Territory concept may apply to a physical location or other logical methods of division.

VAR Account Holders have access to Sales Territory management for the company. VAR Administrators have access to Sales Territory management at the level of visibility they have been assigned. Sales Territories are used in Vartopia to organize and dictate visibility and access for users and sales
representatives. For each VAR that is set up in Vartopia there is a default parent territory ‘Company_Wide’ that has visibility into all child territories and sales representative territories. Sales representatives have territories auto-created at the time of user set up. Unless an administrator grants additional visibility, sales representatives will only see their deals across the application. Users, such as members of the Ops team or Directors (who need to see all of the company’s information) can be granted privileges at the highest territory level ‘Company_Wide’. Companies may be divided territoriality by region, if this is the case then the VAR account holder can create territories at the second level (under Company_Wide). For example, the following company’s structure has 3 second level territories: North, South, and West. In each region there are states under those territories and in each state there are sales representatives. The territory organization would look like this: