Working from the Create User Page
To start creating users, first type "users" in the Global Search box. You should get a page that looks something like this:
From this page, click the "+" symbol to Add a New User, which takes you to the Create User page where you can begin filling out an employee's new User Profile.
Adding User Login & Contact Info
As a System Administrator, begin by filling out the following user login and contact information for the new user:
User Login. This is the name the user will use to log in to the system. If you don't specify a name, this name is automatically generated for you. *See the Note below about preset Logins.
Email address. This is the employee's email address in your organization. I
Location. Every user must be associated with a facility location, so that any transactions made by the user are properly accounted for. The available facility locations are provided in a drop down list. When they login, this will be their "primary" location.
Work Phone (ext) and Other. Enter the employee's work phone and/or mobile phone. These are optional fields.
Rec Theme. You can customize the look of Recreation by choosing a color scheme.
Date Format. The default Site Date Format for each new user is what the system wide settings are set to in the Company Settings page. Your options are either YYYY-MM-DD or MM/DD/YYYY. They can choose which format they want.
Time Format. The default Site Time Format for each new user is what the system wide settings are set to in the Company Settings page. Your options are either 12 or 24 hour format. They can choose which format they want.
Password. If you choose, you can assign the user a password to use to login to the system.
NOTE: At the Company Settings page, there is an option to set a Password Policy for all Users. This may prompt Users to change their password every 90 days (PCI Compliant), 365 days (Non-PCI Compliant), or Never change (Non-PCI Compliant).
Choose whether you want to allow the employee to have access to DaySmart Recreation Admin.
In DaySmart Recreation, employees can be set as responsible for individual recreation programs. In such cases, the responsible employee may want to receive an automatic email notification when customers register for the given program or when comments are added by staff or customers. By checking the Email Notification toggle, you turn on this automatic notification for the employee.
Click Submit to create the new User.
The Current Login Page specifies the default login page for the user. By default this is the Cashregister page. The user can change this setting later after the User Profile is created.
Gravatar. This is optional. Click on this field to go to the external Gravatar program, which generates a personalized graphical avatar to be associated with the user. Often users are given the freedom to set up their own avatars only if they want them. In this case the System Administrator has no role in setting them up.
Assigning User Roles
Once the User has been created, you will be prompted to assign Roles to their account.
Assign the Roles you would like them to have. Normal User is the typical default authorization for all new employees.
If you have more than one location at your business, you can select which location the Role should be applied to for the User.
This page will auto save as you make changes to it so there is no "save" button.
Setting User Access Status
Initially, most users are set up as Active. You can press the toggle to inactivate them if needed.
In some cases you may want to limit access to an employee by disallowing log in. Examples are employees such as instructors, game officials or maintenance workers who may be scheduled in DaySmart Recreation, but only need to receive reminders about upcoming events, but may have no other need for logging in to DaySmart Recreation.
For auditing purposes, all user accounts remain in the system forever and cannot be deleted. But later, you can turn off login access and deactivate users when they leave your organization. To deactivate an employee who leaves the company, click on the Inactivate radio button.
If the Password Expiration Policy is set to 90 or 365 days, a user will be forced to change their password on the next login following expiration of the password.
If the Secure Password and User Account Policies are enabled, then it is required that the Password Expiration Policy be set to 90 days. Furthermore, if an employee account has not been accessed in 90 days, their login will be disabled. An employee with administrative privileges will need to navigate to the employee page and re-enable login for their account (see red rectangle below). If an employee's account has too many failed login attempts, then their login is frozen for 30 minutes or until an admin unfreezes their account (see green rectangle below).
Editing the User Password
After filling out the User Profile information above, as a System Administrator, you can still edit or create the user's password. From the User's profile page, click "Password" on the left hand side.
In order to edit anything on someone else's profile, you must first authenticate it with your Password. Enter your System Administrator password.
Password. Enter a password for the user that is 5 to 20 characters in length and contains at least one number, capital letter or non-alphanumeric character.
Verify Password. Verify the new user's password by retyping it.
Press Submit.
The customer will then use this temporary password to log in, where they will be prompted to enter their new password.
*A Note on User Naming Conventions: Typically user login names follow an organization's naming convention. For example the name John Smith might be converted to one of these user names depending on the naming convention chosen: jsmith, josmith, johns, johnsm or john.smith. If you leave the Login name field empty, Recreation will automatically generate a user login name using the jsmith format above, i.e., an initial letter of the user's first name followed by up to the first seven letters of the user's last name.
**A Note on Roles: You may select from a default set of Roles or create Roles that are appropriate to your particular organization. Each role contains a set of authorizations appropriate for access by the user and security of the system. The default role is Normal, which is appropriate for a user in a customer service role. Managers, recreation coordinators and accounting staff will each require a different Role appropriate to their position and duties.