System Admin Users and Groups
All of your team members who will be using the point of sale system or who will be working on your website will need to have individual login accounts. This training will show you how to set up different levels of permission and access to the system by creating user Groups. After you have made your Groups, you can begin adding Users to them, and this is all quite easy once you see how it works.
To enlarge the video screen, please click the Full Screen button in the lower right of the video window, just to the left of the Vimeo logo.
You can get to this part of the system by clicking on the gear-shaped button on the right side of the blue Admin Toolbar and clicking on Users.
Who Should Use This
You should be reading this:
- If you need to give someone access to work on part or all of your website.
- If you need to reset the username or password of a system administrator.
- If you need to change the PIN for a system administrator.
After you have clicked on Users from the Admin Toolbar you will see the page for Website Administration. You can begin working with either administrative Users or Groups.
Users - This area will allow you to edit or create system administrator User accounts. All of your team members that will be using either the point of sale system or the website system will need to have their own accounts here. Users you create here will be part of a Group that will determine the areas of the system they are authorized to access and view and/or edit. In this area, you can set usernames, passwords, PINs, and other account information for your Users. NOTE: The 'administrator' part of this area can be deceiving; all of your employees, including those who won't actually do any system administration, need to have User accounts here in order to access and use the point of sale and/or the website system.
Groups - This area will allow you to create Groups in the system and configure the parts of the system the Group members will be able to access and view and/or edit. You will need to add each user to a group when you create their accounts. A User only needs to be in one Group.
Click on Users to see a list of all administrative Users currently in the system:
You can click on the New User button to create a new administrative User account, or you can click on a User's Name to edit their account information, or reset their password. The system will organize your Users alphanumerically as you enter them. You can delete a User by clicking the Delete button on the right side of the User's title bar.
Creating a New Administrative User
After clicking the New User button, you will see a blank version of this:
Most fields in this form are required, so the ones you see in green will need to have something in the field before you can save the new User.
- The top section for Personal Information begins with First and Last Name, and you will also need to enter the Email Address and Phone Number for the user. This area is a good contact info reference for managers to use for employees.
- Some employees may not need an actual system Login, as that is usually done by a full system Administrator in your organization to start the day. Many employees will only need to enter a PIN code in order to use the system. So if the user does not need to actually log in with a full Username and Password, leave Allow Login un-checked.
- For users who do need a full system login, in the Login Information area the Username will need to be unique to be able to be saved in the system. It is recommended that you use the person's email address as a username, since that will always be unique and will be easy for them to remember. For best security, consider making a username that would not be easy for anyone to guess.
- When initially creating the User, set the Password to something like Rainsystems1! (it needs to have at least 8 characters, a number, and a special character that's not a number or a letter, such as the exclamation point, pound sign, percentile sign, etc.). If you want them to be able to make their own password, check the box to Force Password Change on Next Login. When they log in the next time, they will be prompted to reset the password.
NOTE: For security reasons, the passwords Users choose will not be displayed in the Password field when you go in to view the information. You can always reset the password to a temporary one if someone forgets their login information.
- The PIN for POS needs to be some kind of short code the user can quickly enter to sign into the Register to do a transaction. For security, it is a good idea to not allow employees to learn each other's PIN codes, as there may be the possibility of misuse of the code by a former employee. This is not a required field, but if you have your point of sale register set to require PIN code entry, each sales clerk will need to have a unique PIN.
- Enter a Password Recovery Email for the user. It is best to use the individual's own email address, so they will have access to it if a manager is not around and they need to reset their password.
- You must select a User Group for the individual. It might seem to make sense for an Administrator to have all of the boxes checked, but you need to check only ONE box, or it can cause problems in the system with your login. Check the box for the group that has the highest level of permissions the individual should have.
Click the Save button when you have completed entering the information.
You can access your Groups area by clicking on the Users button in the Admin Toolbar on the left and then clicking on Groups in the Website Administration area.
You can create new Groups or edit existing Groups here. To edit a Group, click on its Title. You can click the New Group button to create a new one and configure the parts of the system Group members will be able to access. Any group except for the Administrators Group can be deleted by clicking the Delete button on the right side of its title bar.
Creating New Administrative Groups
When you click the New Group button or when you click the Title of an existing Group, you will see something like this:
- Title - Enter the Title you want for the user group.
- General Access - Check the boxes for the major parts of the system you want the user Group to have access to edit and add to. So for example, if you're making a Group for your Cashiers, they most likely will not need to edit Website content or work with system Settings, so you would leave those un-checked. The example used here is for Sales Clerks, so leaving all of the boxes in this section un-checked is not uncommon. NOTE: The area titled 'Social' is actually the Marketing part of the system in the blue Admin Toolbar. Also, the Mobile area is our older mobile site architecture. If you are a newer client or if you have upgraded to our Responsive site architecture, you are using the newest mobile friendly version already built into your normal website areas, so this area will not be of use to you.
- Product Module - Check this box if there are parts of the Product Module the user group will need to be able to edit. Just checking the main box will allow the user to search products from the Products > Products page. For our example, occasionally a Sales Clerk will need to add a new product or manually adjust the inventory of a product, but the other areas are not ones they need access to edit.
- Point of Sale - Checking this box will enable the basic permissions for the point of sale Register, including access to Work Orders, Layaways, Special Orders, and Rentals. To continue our example, Sales Clerks in our sample organization would need a manager to process voids and refunds, but would be able to change payment methods in completed transactions (to correct mistakes) and would also be able to adjust product prices in the register and apply discounts.
- Report Locations - If you have multiple locations, you can restrict the Group to whatever location they should have access to and not any others.
- Reports - Some reports contain data you might not want your employees to see, such as your profit margins, total earnings, etc. To continue our example, the End of Day report is a great one for referencing transactions that have been completed recently, and limiting it to 7 days will not give an employee to large of a view of the company's earnings. If a customer asks when a certain item will be in stock, it is useful for the sales clerk to be able to view the Ordered Inventory report. If you run classes, it will be necessary for your sales clerks to view the Classes report to check on seating availability and look up names of those registered. Finally, the Waiting Lists report will show products and classes that have waiting lists, and the sales clerk can check and see if someone is waiting for an item or class.
- Customers - If this option is checked, the user will be able to access the Customer database and look up any info needed for a customer, including purchase history. For our example, giving Sales Clerks the ability to add new customers and edit customer information is a necessary level of permission. The other areas are things that usually managers do.
- Purchase Orders and Receiving Orders - Checking the box for this option will allow users to access the modules for Purchase Orders and Receiving Orders. For our example, allowing sales clerks to View Only for both POs and ROs makes sense, since it is unlikely they would be doing the ordering or receiving.
- Pages - If the user group will be editing web pages, or creating content for pages, check each page that would apply. For our example, the Sales Clerks group would not need access to work directly with any part of the website system, so all pages in the list will remain un-checked.
Once you are done setting your permissions for the user group, go to the bottom of the page and click the Save button. Once a group has been saved, whenever you create a new User account, you will have the option of adding the user to the new group.