User Permissions and Security

The software allows you to use the Permissions window to set permissions limiting user access to certain features of the program. You can create access privileges for as many users as you wish. Once you add a user under the Permissions window, a logon screen will be displayed for each user the next time the software is started. If an invalid user name or invalid password is entered, the program will not start.

Important: When you have no permissions set, every user has unrestricted access to all parts of the program and a logon screen will never appear!

To open the Permission window and set permissions, click on the Utilities menu and select Permissions from the pull-down menu.

The software will display the Permissions window. All security options are set from this window. When setting up permissions, keep in mind that at least one user must be set up as an Administrator. Users who are set up as Administrators have Administrative Privileges and are the only ones who can modify user permissions. For this reason, the program requires that at least one user be set up as an Administrator before any permissions can be set. You may have more than one Administrator, but whatever you do, be sure you remember at least one Administrator user name and password.

Important: If you cannot remember a user name and password of an Administrator, you will not be able to access and change permissions once they are set!

A list of users entered into the software is displayed in the top-left corner of the window. Click to highlight and select a user. Once a user has been selected, you can view and edit the user's information if you have Administrative privileges.

Deleting a User

You can delete a user from the software by selecting that user's name in the user list and clicking the Delete User button.

Adding a User

Click the Add User button. The software will ask you to enter the user's name. Type in the name as you want it to appear in the user list. This same user name will also act as the login name for the user.

Once you have added a user to the user list, set the user's password by typing a password into the Password (case sensitive) box. You may use any combination of numbers and letters for your password; however, the password is case sensitive. This means that lower-case letters and upper-case letters are seen by the software as being different letters. For example, if you set a user's password as ABC123 and the user types abc123 into the Logon screen, the software will deny access for the user because the password is incorrect.

Next, set the user permissions for each indicated part of the software. Administrative priviliges are given to users who have the Administrator Privileges box checked. Users with this level of privileges have unrestricted access to all screens and options within the software. If this box is unchecked, permissions are set below by clicking the down arrow in each entry box to display a pull-down menu. Select the proper setting by clicking on it.

The four available access levels are:

1. Full Access: The selected user is allowed full access to features in the selected section except for the Permissions window itself. Remember, to access the Permissions window and set permissions, a user needs Administrative privileges.
2. Read/Write Only: User can see all information in a selected section of the software and make changes, but the user cannot delete information.
3. Read Only: User can see all information in a selected section but cannot make changes to disk. Note: The user can create a new deal but cannot save it. As an example, if you set this permission for the inventory system, the user is prevented from making changes to the inventory.
4. None: User may not access a selected part of the program. In other words, this part of the program will not work or will not be displayed.

The Buy-Here/Pay-Here and QuickBooks Posting parts of the software have an additional access level for modifying payments. The setting for this access is either Yes or No on each part of the program. Special attention should be paid to the Modify Payments section. The Yes/No settings here work as follows:

• Yes: Allows user to modify or delete customer payments received in the Buy-Here/Pay-Here module.
• No: Users may not modify or delete customer payments. Users may still receive payments from customers but if a mistake was made, they will need a manager with Modify Payment permission to correct the payment entry.

Removing Security

If you decide at some point you no longer want to have user permissions, simply delete ALL users from the permissions window. After closing and restarting the program, the Login window should no longer appear and all users will have full access.