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 user accounts for all of your employees, and how to apply permission levels with the user groups you set up in the previous training.
System User Accounts
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 > Users.
Once you click on the Users link in the Website Administration section, you'll see a list of all User accounts that have been set up in your system so far.
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.