The SETTINGS> Users page enables operators to create, edit or delete user profiles for employees authorized to access the back office. Please create user IDs sparingly to avoid unnecessary access to sensitive data and utilities. The majority of employees do not require a full blown user profile with Administrator security clearance. The number of users is also dependent on the number of locations inside your account and whether your business operates a stored value gift or loyalty program where transactions are processed through a certified terminal.
If your business operates a stored value program and processes transactions through a terminal, most of your staff can be setup as CLERKS instead of USERS. We recommend adding 1 user profile with Clerk Clearance per location and using the Clerk IDs page to add most (non-management) employees. See Enabling Clerk IDs for more information.
How to Add a New Authorized User to the Back Office
You will require Administrator security clearance to setup, edit or delete users from the system. If you don’t have access to SETTINGS, contact Technical Support for assistance. Perform the following steps to add a new user.
From SETTINGS> Users, click Add User button
Start completing the online form by creating the Username and Password for your new user. Passwords must be a minimum of 8 characters and contain at least 1 letter or number.
Assign appropriate security clearance. Administrator: Users with Administrator clearance have the highest level superpowers with unrestricted access to EVERYTHING inside the back office including any and all links inside the Patrons, Marketing, Surveys, Settings and Reporting menus. This level should be granted to business owners and upper management only. Manager: Users with Manager clearance level can access Virtual Terminal (if running a stored value gift card/loyalty program) with the optional authority to process load value transactions (Load Gift, Load Rewards, Load Comps) on patron accounts based on their Manager/Clerk ID inside their user profile. Managers have access to all links inside the Patrons, Surveys and Reporting menus. Managers are restricted from accessing the pages inside the Settings and Marketing menus of the navigation menu. Marketing: The Marketing clearance level is reserved for staff or outside consultants who have unrestricted access to the modules under the Marketing menu including Scheduled Email Marketing, Automated Promotions, Mobile Text Marketing, Membership Classes and Social Media Links. Marketing users cannot access any other page or section inside the navigation menu. Auditor: Users with Auditor security clearance only have access to the Patrons and Reporting menu sections of the back office. All other sections are off-limits. This level should be granted to Accounting or Finance level personnel for auditing and reconciliation. Clerk: Users with clerk clearance sign directly into the Virtual Terminal (if running a stored value gift card/loyalty program). Clerks have access to process terminal transactions (Sale, Inquiry, Load, Void) and perform routine patron search and maintenance functions including viewing activity reports, performing card transfers and editing patron profiles. Clerk users cannot access any area of the back office other than Virtual Terminal.
Check the appropriate checkbox for notification messages delivered to the user’s email address on file. Mouse over the help links for information about each notification option.
Define the specific location where the user works in the Primary Location field or select “Main” as default location assuming your business operates a single location. This step is particularly important if your business operates a stored value program with multiple locations.
(OPTIONAL) If your business operates a stored value program that processes transactions through a terminal and requires employee identification through Clerk IDs, enter a numerical Clerk ID (usually 4 characters) that must be entered by this user prior to processing any transaction. This step is recommended for users with Manager or Administrator clearance. All other non-managerial employees should be added to the SETTINGS > Clerk IDs page following Enabling Clerk IDs.
After clicking Submit to save changes you will see the user’s name appear in the main screen (User table). Click the EDIT icon in the Action column anytime to edit the specific user profile or select the Delete option (X) to remove the user profile from the database.
The SETTINGS> Users page enables operators to create, edit or delete user profiles for employees authorized to access the back office. Please create user IDs sparingly to avoid unnecessary access to sensitive data and utilities. The majority of employees do not require a full blown user profile with Administrator security clearance. The number of users is also dependent on the number of locations inside your account and whether your business operates a stored value gift or loyalty program where transactions are processed through a certified terminal.
If your business operates a stored value program and processes transactions through a terminal, most of your staff can be setup as CLERKS instead of USERS. We recommend adding 1 user profile with Clerk Clearance per location and using the Clerk IDs page to add most (non-management) employees. See Enabling Clerk IDs for more information.
How to Add a New Authorized User to the Back Office
You will require Administrator security clearance to setup, edit or delete users from the system. If you don’t have access to SETTINGS, contact Technical Support for assistance. Perform the following steps to add a new user.
From SETTINGS> Users, click Add User button
Start completing the online form by creating the Username and Password for your new user. Passwords must be a minimum of 8 characters and contain at least 1 letter or number.
Assign appropriate security clearance. Administrator: Users with Administrator clearance have the highest level superpowers with unrestricted access to EVERYTHING inside the back office including any and all links inside the Patrons, Marketing, Surveys, Settings and Reporting menus. This level should be granted to business owners and upper management only. Manager: Users with Manager clearance level can access Virtual Terminal (if running a stored value gift card/loyalty program) with the optional authority to process load value transactions (Load Gift, Load Rewards, Load Comps) on patron accounts based on their Manager/Clerk ID inside their user profile. Managers have access to all links inside the Patrons, Surveys and Reporting menus. Managers are restricted from accessing the pages inside the Settings and Marketing menus of the navigation menu. Marketing: The Marketing clearance level is reserved for staff or outside consultants who have unrestricted access to the modules under the Marketing menu including Scheduled Email Marketing, Automated Promotions, Mobile Text Marketing, Membership Classes and Social Media Links. Marketing users cannot access any other page or section inside the navigation menu. Auditor: Users with Auditor security clearance only have access to the Patrons and Reporting menu sections of the back office. All other sections are off-limits. This level should be granted to Accounting or Finance level personnel for auditing and reconciliation. Clerk: Users with clerk clearance sign directly into the Virtual Terminal (if running a stored value gift card/loyalty program). Clerks have access to process terminal transactions (Sale, Inquiry, Load, Void) and perform routine patron search and maintenance functions including viewing activity reports, performing card transfers and editing patron profiles. Clerk users cannot access any area of the back office other than Virtual Terminal.
Check the appropriate checkbox for notification messages delivered to the user’s email address on file. Mouse over the help links for information about each notification option.
Define the specific location where the user works in the Primary Location field or select “Main” as default location assuming your business operates a single location. This step is particularly important if your business operates a stored value program with multiple locations.
(OPTIONAL) If your business operates a stored value program that processes transactions through a terminal and requires employee identification through Clerk IDs, enter a numerical Clerk ID (usually 4 characters) that must be entered by this user prior to processing any transaction. This step is recommended for users with Manager or Administrator clearance. All other non-managerial employees should be added to the SETTINGS > Clerk IDs page following Enabling Clerk IDs.
After clicking Submit to save changes you will see the user’s name appear in the main screen (User table). Click the EDIT icon in the Action column anytime to edit the specific user profile or select the Delete option (X) to remove the user profile from the database.
