Smartroster User Manual v4.1 Chapter 8
Contents
1. clipboard Ji Babich L 7l Babich Of S 7l Baggins Edit Credentials 7 Baggins J Wi Rannins Sheu Ileana You will then see the User Credentials dialog as show se User Credentials Username Nestor Airey System Administratog Password secret View only Roles View only Events Speaker Speaker Sunday AM Service Service Leader Service Leader Sunday PM Serwice on Seale Tick System Administrator Then click Change Password to create a password 110 It is important that any person who is given user credentials to enable them to login to the Smartroster database also have a valid email address This email address can be used to recover a forgotten password Security Click Save to save your changes Now you have created your first system administrator SysAdmin for short Now save your datafile File gt Save or click on the save icon on the toolbar From now on this Smartroster datafile will require a user login to open and edit the data User Credentials The same dialog is used to define all login users for your system This defines exactly what a user can and cannot do with the data System Administrator SysAdmin This login user can be more than one has unrestricted access to all the data in the file as well access to changing login user credentials In general any user who is NOT a system administrator cannot edit details of any Event regard2. CHAPTERS8 Security Chapter Contents Login Authentication 110 Logging into Smartroster 112 Working with Smartroster after logon 113 109 Security This chapter will show you how to setup login based security for your Smartroster users which implements levels of authority and allows users to edit and access relevant data while preventing alteration to data or schedules to which they are not authorised This is great for allowing Role or Role group coordinators or Event coordinators to create their own schedules while preserving the integrity of data outside those areas CHAPTER 8 inii Login Authentication Smartroster can be run with or without the requirement for login authentication Login authentication is turned off by default While security is off anyone who has access to the file will be able to turn it on and create logins Once it is on then only a System Administrator SysAdmin can add delete or change logins Limitations Login authentication is not available in SmartrosterLite To turn ON login authentication Select menu File gt Options and tick the checkbox as shown below F Enable Login Authentication Guest Credentials Then click OK to save Now you must create at least 1 system administrator Right click on the person in the People panel as shown Select Edit Credentials 7i Armstrong 7 Armstrong Import Jl Babich Ah 7 Babich Br Export J Babich Di Copy to
3. Re enter New password password and re enter the new password to confirm and click OK Cancel If you are logged in as Guest OR you are a read d only user then you cannot change the password In the latter case you will need to request the SysAdmin to change your password for you Reports After login authentication is activated reports that a user creates can be made only visible to that user OR are visible to any user This is set in the Report Parameters dialog Columns Left margin Right margin a 1 003 1 000 L Hide dates where recipient not schedule pntsizesby 080 E Print Roles on Vertical axs Hide all names oher than recipien If the box is ticked than all users will see the report definition If not ticked then it will only be available to the person who was logged in when the report was created If you are logged in as Guest or are a read only user then you cannot save new report definitions
4. ader Service Leader Sunday PM Service Song Leader Song Leader Vocals Sops Vocals Sops Sunday AM Service Sunday PM Service Vocals Harm ony Vocals Harm ony Keyboard Keyboard SetUp Set Up Sound Sound Overhead Creche Creche M Tea 1 M Tea 1 Door Greeter Door Greeter Unscheduled ag fh tll il 9 i a Finally you can restrict what a login user can see and edit by role and event Typically a user may want to schedule only a subset of Roles but take into account the personnel absences and association preferences already entered In this case you can make all roles viewable but restrict which roles they can edit You can also restrict which events can be viewed and which edited See note above under SysAdmin for further restrictions applied to NON SysAdmins A logged in user will also only be able to edit the personal details for persons who are members or role which they are able to edit The SysAdmin can of course view and edit any details Saving the User Credentials Once you have created this template save it by clicking Save You can at this point create more user credentials for all the other users who will be logged into the Smartroster database You can come back later if you wish to finish creating user credentials You can also edit user credentials at any time if you are logged in as a SysAdmin Don t forget to save all your changes with File gt Save or clicking on t
5. he Save icon on the toolbar Guest Credentials You can define a set of credentials to be active if a person clicks on Guest Login in the main login dialog instead of entered a username password To create Guest credentials select File gt Options and click on the Guest Credentials button only SysAdmin can do this of course Set the credentials as you would for any other user Click save to save these credentials and File gt Save to update the database Once Guest Credentials have been created by the SysAdmin the Guest Login button will be active If this is clicked then the person will login as Guest and will be able to see and do whatever is permitted by the guest credentials Security Logging into Smartroster When you start Smartroster after setting up Login Authentication you will see the following dialog Smartroster Login Nestor Airey AireyNestor amp qmail com Type in your name or select from the drop down box next to User After selecting a user you will see the users email below the box as shown Thong on Ly ere ama S AireyNestor gmail com p Click on the email address to have the password for that user emailed to them in case it is forgotten Now enter the Password and click Login If it is incorrect you will have to option to try again If Guest credentials have been created by the SysAdmin then the Guest Login button will be active If this
6. is clicked then the person will login as Guest If you click Cancel then Smartroster will close the current database and the User will be left in a plain empty untitled Smartroster application with no ability to interact with the data in the datafile Working with Smartroster after logon Once you have logged in you will see your login userid in the bottom left of the main Smartroster dialog y z Arnstrons scoring Sunday Fleur Jones Sarah Anst New Remove Edit Active 115 Find CUser Nestor Airey Sys Admin Now you can work with Smartroster as normal If you have restrictions on the Events or Roles you can edit or view then these will be evident from what you can see in the various Smartroster views If you are using Smartroster and think that you should be able to edit or view something then in the first instance talk to your SysAdmin and request appropriate access 113 CHAPTER 8 BOTEN 114 If you are a SysAdmin and think that access you have defined it being incorrectly applied than contact Smartroster support via the Help gt Email Tech support menu and we will try to assist you in a timely manner Changing your password Change Password E Old passwore To change your password after logging in select Change Password from the File menu You will any see the change password dialog as show Mew pense Enter your old password followed by a new
7. less of the permission granted below They will be able to adjust details of Roles to which they have permission to edit but will NOT be able to create a new Role nor remove any existing Role To do this they will need to ask a SysAdmin Also they cannot in general edit the Person details except for those persons that are role members for Roles they are allowed to edit The main reason for creating login accounts which are not SysAdmin is to allow them to create a schedule for a generally restricted range or roles or even a single role and a restricted range of Events or even a single event without inadvertently or accidentally changing data that may affect other users of SmartRoster for that database Read only Tick Read only to make a login user read only They will be limited in what they can see by the other elements of the User Credentials dialog but under no circumstances will they be able to make or save changes to anything in the Smartroster database Enabled Tick enabled to enable this user login The SysAdmin can use this to temporarily disable a particular user login without losing the user credentials Change Password Click on the Change Password button to create or change a password for the user 111 CHAPTER 8 aici 112 Event and Role restrictions T E aaa alae Password Cancel View only Roles Editable Roles View only Events Editable Events Speaker Speaker Sunday AM Service Service Le
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