Administrator Users and Privileges. In this video, I am going to show you how to create certain parameters and privileges that you can associate to all of your users in your system. First of all, we need to go up to our toolbar and click on admin, then go down to administrator users and privileges.
Once in here, you’ll see a list of usernames already created and you have your toolbar very similar to your other modules where you can create new users, edit, delete and so on. Let’s create a new user. Clicking on the new button on your toolbar, we can now enter in some information. Let’s say our new user is Sally. You can now create a password for Sally and then a password reminder. Now, we can start to set some parameters, some privileges for this user. We can select right here, allow user to modify exchange rates. This means Sally can actually change the exchange rates once she’s creating invoices for customers. Now, we can set the percentage level that we want to be able to change these rates and modify these rates. Typically, you want to put these boundaries in so that you don’t have your users doing very extreme changes or modifications to any of your rates. Here, we’ve got allowance to modify rates dealing with individuals. You don’t really want to set this too high because you won’t really want to play around with those percentages too much for individual customers coming in. Let’s just set that at 2%.
Now, we can set the allowance to modify rates dealing with companies. Typically, if you are dealing with companies, let’s say, we’re doing transaction with a bank and we’re buying from them, we can actually
set those rates of what they are. They’re actually what the bankers setting them for us to buy at, so they maybe quite different. You want to have a little bit more room in this rate modification percentage than you do with your individuals. Let’s set this one a little bit higher at 15%. You can also select allow to edit fees and commissions in invoices or maybe Sally actually shouldn’t be able to set those, so we can leave that unchecked.
You now have some other things that you can check as well. If the user is a manager by checking this box, it now allows that person to be able to print all reports. If the user is compliance officer, it will allow certain compliance reports to be able to be pulled. Allow transferring between accounts. Allow reconciliation of accounts. You also have printing of checks, viewing profit and loss and allow printing reports.
Now, if we go down below here where it has a table for our module names, we can now set privileges for all of our modules. We can set our default privileges fast which will be applied to all of your modules. You see you’ve got your cheques, customers, invoices, currencies and so on. We can say whether this user, we want them to be able to view all of these, create, modify and print and we can select that as our default privileges for all of those modules. The only thing that we won’t be able to do is delete in any of those modules.
Now, let’s say we want Sally to actually have a little bit different privileges and just maybe one or two of the modules. We can create exceptions for individual modules. By clicking on the add exception for a module, once you’ve decided which module it is you want to give this exception to, let’s say currencies, we can then click on the button. You’ll see below, we have a line for currencies and we can now check off
what privileges we want to associate to currencies. So let’s say we just wanted her to be able to view them, she can modify them within her parameters set above and we don’t want her to create any new currencies and she can print them. We’ve just set a different privilege for the currencies module and the rest will be under the default. We can do several different exceptions to different modules. It’s completely individualized, so let’s do one for invoices. You definitely want to be able to view and create. Let’s say we don’t want them to be able to print so we can just leave it as that. Once you are happy with what you set for Sally, we can now save that. Sally has now come through into our main list. Let’s click on all so we can view them all. Let’s sign in as Sally. Going up to where we’re signed in as administrator, if you click right here, we can now sign in as Sally, she is now on our drop-down and you’re seeing here now signed in to Sally. Say your business has many users that you’re going to have to input into the system and you don’t want to have to go in every single time creating these privileges for all these users. You can actually duplicate a user.
I have set up a template. This template is called Clerk. You can just simply click on your new toolbar and create your template, but let’s just open up the one I already have. By clicking on it and then on edit on your toolbar.
You’ll see at the top here I have checked off inactive. inactive. This is because it is a template. This is not active user, this is just something that we’re using in order to create duplicates from this, because we want maybe eight different users to all have these privileges set in this templates and this then allows us to create over and over again the same template and we can change the name, but I will show you how to do that right now. Let’s just click out of here and as we have this line item highlighted, go down to the bottom left and click on duplicate user. You’ll see now we have a duplicate clerk and it’s called Clerk Copy. If you want to open up Clerk Copy, we click on edit. You’ll see we have the same set parameters and privileges and now what we need to do is make sure that this is unchecked so this is now an active account and we can change the name.
We have this as Henry, a new user. We can then input the password and then we can either save this as the exact template replica and continue to add maybe to whatever amount of users that you have that you want in this template. Let’s say Henry just needs one extra thing that we didn’t select on the template. We can actually change those parameters in here as well, so we don’t have to stick to the template but it gave us the base template to work with so that we are only actually having to do a few minor tweaks that we want to for this actual individual user Henry. Then you can save and you’ll see that there’s no Clerk Copy anymore, it’s now Henry. Now, I’ve shown you how to create users, create a template, create duplicate users based on that template and set all of your privileges within those users.