Managing Staff User Access

Staff/User Access Levels

The functions that your staff will have access in the software are driven by the access level that has been assigned to them. The following Access Level are populated in the database:

• Administrator - The Administrator access level provides the user with full control over the entire system. This access level also provides full access to the InfoHub.
• Staff User-Read Only - The Staff User-Read Only access level provides users with view only permissions to the system. These users would not be able to add, edit, create or delete. This access level also applies to access to the InfoHub.
• User - View Only in InfoHub - This access level would be provided to users of InfoHub. Individuals assigned this access level will be able to view the information available in the InfoHub, but would not be able to add, edit, create or delete anything on the site.
• User - Create/Edit/View in InfoHub - This access level would be provided to users of the InfoHub. Individuals assigned this access level will be able to view, edit and create in the InfoHub.
• User - Full Control in InfoHub - This access level would be provided to users of the InfoHub. Individuals would have the same access as User - Create/Edit/View as well as the ability to create without an approval required.

Creating Access Levels

If needed, additional Access Level may be configured to meet your business needs.

1. Click Setup in the Navigation Panel.
2. Click Access Levels in the User section. The Access Levels screen will display a list of the access levels currently configured for your system.
3. Click the Add button. The Add/Edit screen will be displayed.

File:Add Edit Access Levels

Add Edit Access Levels

1. Configure the following:

   • Name - Provide a name for the new access level.
   • Description - Enter a description for the access level.
   • Access Level Type - Select either Staff or User. If staff is selected, this access level may be selected when you are creating credentials for your staff. If user is selected, this option may be selected when you are creating credentials for your members.
   • Areas - For each area you may select the access you want to associate to this access level. For simplicity, you may select an access level for Overall System if the access will be the same for all areas. Alternately, for each area select:
     • None - the user will have no access to the system.
     • View - the user will have read only rights to the system.
     • Edit - the user will have read/edit rights to the system.
     • Create - the user will have read/edit/create rights in the system.
     • Delete - the user will have read/edit/create/delete rights in the system.
     • Full Control - the user will have full control over the system.
     • Custom - if you select custom for a particular area, additional features of that area will be displayed and you will be able to select the access level for those functions.

2. After configuring the desired access levels, click Done to save the new Access Level.

Managing Staff Log-in Credentials

Each person on your staff who work with Memberzone will need log-in credentials. On initial installation of the system, a user with administrative rights will be setup. This user can then setup additional users.

Setting up a New Staff Log-in

1. Click Setup in the Navigation Panel.
2. Click Add User in the User section.
3. Configure the following settings:

   • Email - The email is required as it is used for sending password reset emails.
   • First Name
   • Last Name
   • Access Level - Select the access level for this new user.

4. Click Done to save the new user.

NOTE: Once the user has been created, an email is automatically sent to the user to setup their user name and password. Until they have created their credentials, they will display as Pending in the users list.

Resetting Staff User Password

If a staff member has forgotten his/her password, you can reset their password in one of two ways:

• • Send an email with instructions on how to reset the password
  • Reset the password and email it to the staff member

Staff: Send an email with instructions to reset password

1. Click Setup in the Navigation Panel.
2. Click User in the User section. A list of the current users will be displayed.
3. In the Actions column, click the e-mail icon. A confirmation dialog box will be displayed.
4. Click OK.

Reset a Staff Member password

1. Click Setup in the Navigation Panel.
2. Click User in the User section. A list of the current users will be displayed.
3. In the Actions column, click the lock icon. The Password Reset dialog box will be displayed.
4. Enter the new password for the staff member.
5. Click Done. You can now communicate the new password to the staff member.