System users are the staff who can log in to the admin site of ACTIVE Net.
Override Banner Tabs Configurations
Prior to setting up system users, the following data points must be configured:
Click Administration > System Settings > System users.
Note: The System User List page is split into two sections: System User List and Active System User List. For simplicity, the Active System User List section contains administrator profiles for Active staff, and is separated from the profiles you create in the System User List section. By default, the Active System User List is collapsed.
To display only system users for a particular site, select a site from the Filter by Site drop-down list.
To display retired system users, in the Retired column, select Show Retired. To hide retired system users, clear Show Retired.
You can sort the System Users List by Name or Profile.
To prepare for Multi-Factor Authentication (MFA) when signing into ACTIVENet, every system user must have either an email address or mobile phone number (or both) to which sign-in verification codes can be sent.
System Administrators can batch upload system users' email addresses and mobile phone numbers as follows:
Click the Administration > System Settings > System users > Batch upload emails/mobile phone numbers link.
Download a CSV file listing all (except retired) system users, email addresses and mobile phone numbers by clicking the Download system users file link.
Open the downloaded CSV file in a spreadsheet application and add or edit email addresses and mobile phone numbers for each system user.
To ensure that the Mobile Phone Number column is displayed correctly, please import the system users CSV file into a blank workbook in MS Excel (do NOT directly open the CSV file or use any other spreadsheet application).
Mobile phone numbers must start with the +country code, for example: +1-0123456789.
Click the Choose file button and select the updated CSV file.
Click the Submit button.
From the System User List page, clicking Add New brings you to the Change System User page, allowing you to create a new record.
To modify a system user record
From the System User List page, click an underlined user Name to display the Change System User page, allowing you to make any necessary changes.
On the Change System User page are the following input fields with the option to Save or Delete the record at the bottom of the page:
Note: * indicates a required field:
| Name of Field | Type | Description |
General |
||
| First Name* | Text | The first name of the user. Required. |
| Last Name* | Text | The last name of the user.
Required. |
Employee ID |
Number |
Enter the employee ID number for this staff member. See also Employee ID. |
Login Name* |
Text |
The login name (up to 50 characters) this user will use when connecting to the admin (staff) site. Required. |
| Password* | Text | Password to connect to the admin site (restrictions may apply
depending on setting in the General
Configuration page).
A password strength indicator will also be displayed. As the password in entered, the strength is indicated by the bars turning from red to green. At least 2 bars are required for the password to be valid. |
| Re-enter Password* | Text | Re-entry of password for verification purposes. |
| Password Never Expires? | Checkbox | Select whether the login and password for this
user will expire or not:
Note: Set login and password expiration time periods for all users using the Login Expire Months and Password Change Months values in the Password Security section. These settings apply when the Password Never Expire checkbox is not selected. |
| Email* | E-mail address of the user.
This address will be used to receive verification codes for Multi-Factor Authentication (MFA) during sign in, and to automatically send email notifications of registrations or permits requiring approval. |
|
| Mobile Phone Number | Number | Mobile phone number of the user.
This mobile phone number will be used to receive verification codes for Multi-Factor Authentication (MFA) during sign in, |
| Site* | Checkbox | Sites which the system user is allowed to access.
Checked the All Sites check box to allow the user to access all sites.
Uncheck the All Sites check box to select one or more sites for the user to access. Multi-select the site(s) from the Available box and click the » button to add the selected sites to the Selected box. |
Receive Email for New Accounts Created on Public Pages? |
Checkbox |
Option to allow the user to receive email notifications when an account is created on the customer (public access) site.
Note: The Online user setup: Must be approved by staff? option and the Online user setup: Is only activated after user completes email validation? option on the Online Configuration page must be OFF for the user to receive these email notifications. |
System Admin? |
Checkbox |
Option to designate the user as a System Admin regardless of user profile.
A system admin is given all system options and permissions, and will be automatically given all new system options as they are added to the system. |
Permit Administrator? |
Checkbox |
Option to specify that this user can be linked to permits as an administrator.
If this option is selected, this user can be assigned to a permit as the staff representative who is primarily responsible for communication with the permit's customers. |
| Prevent further Use? | Checkbox | Option to retire user record so that the user can no longer log in to the admin site. |
| Commission Scheme | Dropdown list | Select a commission scheme from the dropdown list and the system
users will be assigned the selected commission scheme.
Note:
|
| Customer Record View Type | Dropdown list | Select the default view for the Customer
page for this user:
|
System User Profiles |
||
| Primary Profile | Dropdown list |
The main security profile assigned to this user,
as selected from a predefined list.
A user's security profile defines which system options and functions the user will have access to. |
Additional User Authority Profiles |
Subsection |
Move any other security profiles that apply to this user to the Selected Profiles box.
If any of a user's profiles (including the Primary Profile) grants a particular permission, then the user will have that permission no matter what other profiles the user might have.
For example: If a user has the "Admin" profile which includes access to the Administration - System Settings option, and they also have the "Front Counter" profile which does not include this access, then the user will be able to access Administration > System Settings. |
Options |
||
Customer Record View Type |
Dropdown list |
Select the type of layout to display when this user views customer records. |
| Enhanced Customer View Layout | Dropdown list |
Select the type of enhanced customer view layout to display for this user.
To edit the layouts in this list, go to Administration > Population Settings > Configuration > Layout section. See Configuring enhanced customer account view.
Note: This option is only available if you have selected Use Enhanced Customer View as the Customer Record View Type above. |
Departments security |
||
All Departments? |
Checkbox |
To give the user access to all organization departments, select this option. |
Assign specific departments to system user |
List |
Note: To see this function, you must uncheck All Departments?
To assign access to one or more departments to the user, use this function.
In the Available box, select departments, and click >> to move them to the Selected box. |
Print Options |
||
| Auto-print Receipts | Dropdown list |
Select whether or not to automatically print receipts for this user's transactions. |
| Auto-print Permits | Dropdown list | Select whether or not to automatically print permits for this user's reservations. |
The Override Banner Tabs fields contain the following fields with the option to Save at the bottom of the page. System users can override changes made on the Change Banner page and customize their setting to suit their needs.
Overview of system user functionality