To create new accesses in the user administration or to change existing ones, you need supervisor rights in PC CADDIE.

With password management, PC CADDIE offers you the option of granting individual users different access rights to individual functions. You can access this via System/Password management to access the main menu for this function.

When creating passwords, we differentiate between individual accesses (1) and access groups (2). Old accesses are deactivated and remain in the list (3). This is the only way to allocate movements in the past. You also have the option of defining basic settings (e.g. automatic logout after a certain time, etc.) (4).

Please note that the password query must be switched on due to the cash register guidelines.

An individual access is created if you want to give a person individual rights.

TIP If you have several employees who should have the same authorisations, work with Access groups.

Use the button New button and select the desired option (single access or new entry as a copy of the selected one).

In the following dialogue, the required settings are made to define the access rights for the employees.

1. Define a password for each employee after entering their name and abbreviation. The newly created user can enter their own password the first time they log in. To do this, activate the function Must change password (5).
2. Specify the account areas to which the corresponding user should have access. The authorised account areas are listed separated by a semicolon (semicolon).
   So that you do not have to store the archives individually, you can work with e.g. SALES;SALES/*;CLUB. This would give the employee authorisation for the Sales and all sales archives account areas as well as the Club account area. If you do not enter an account area, the employee has access to all account areas.
3. Now assign the individual access rights. Please note that you also have different setting options for the different categories. For example, there is the following selection for persons:
   
   If an access belongs to a group and should also have its authorisations, it is sufficient to leave the individual categories set to „according to group“. You can find a description of the restrictions for the individual settings below in the chapter Setting access rights
4. Passwords can also be assigned for a limited period of time. Define the time frame in which the access should be active.
5. If an employee leaves the company, deactivate their password here. You should not delete the password under any circumstances, as otherwise all bookings made by the departing employee will be set to N.N. According to the cash register guidelines, it must remain visible who made the entry.

PC CADDIE's password management allows you to customise individual passwords. There are a number of special functions and blocks (e.g. for individual fields etc.) which can be stored under Special. These additional restrictions allow you to block individual specific fields for editing (an example of this could be the membership field in the person mask). You can find out more about this in the chapter Specials/Restrictions.

The PC CADDIE Infodesktop can only be activated by the supervisor.

Define the group(s) to which the selected access should belong. The advantage here is clearly the standardisation of rights and the time savings compared to the individual system.

You can find out more about this topic in the chapter Creating an access group.

1. If a task is created for a specific group, you can specify here which of these group entries should also be displayed for this individual employee.
2. If the employee opens a new CRM\DMS entry, this entry should be created or made visible for the corresponding person or group by default.
3. The Windows rights settings allow PC CADDIE to access Windows with different authorisations than the logged-in user. This can be an advantage if, for example, form letters need to be created that are located in a folder to which the logged-in user does not have access via the Explorer.

1. This information is primarily informative. However, they become important if, for example, you have licenced mail dispatch via PC CADDIE. You can configure the template so that the data entered here automatically appears in the mail. To do this, the commands <USERNAME.> for the name, <USERMAIL.> for the e-mail address and <USERTELE.> for the direct extension.
2. If available, assign the corresponding timetable area to the access timetable area to the access. This is particularly important if you want to enter CRM appointments in your timetable. If you work with PC CADDIE time recording, also tick the corresponding box.
3. An absence message can be stored for each access and a deputy can be defined. This information is visible in the CRM system and in the timetable. You need this option if you are going on holiday or will be absent for a longer period of time. This will ensure that no CRM/DMS tickets are transferred to you and remain pending until your return. If you become a deputy during your absence, you can enter this person here as a deputy. Your open entries will then be visible to your deputy and can be processed.
4. If you are working with waiter locks, you can see here which code the key of the corresponding operator lock has. operator lock has.

The same principles apply to the creation of access groups as for individual access. If you want to assign rights to an individual access that do not correspond to the default settings of the access group (if one employee in a group should have more rights than all others, for example), change this directly in the individual access. These settings take precedence over the group rights.

The settings here are identical to those for individual access and apply to everyone assigned to the respective group.

The functions of the individual settings are described below in the Access rights settings menu.

The restrictions under special are created in the same way as those in the Special tab of the individual access, except that they apply to the entire group and not to one person.

How do I set the individual access rights? We have described basic information on the individual categories in the following table. For authorisations/blocks that only relate to individual functions or input fields in PC CADDIE, please contact our support team.

Important: If an access is parameterised with „no“, this „no“ always has priority! Regardless of whether it is stored in the settings for the person or in those for a group, no is just no. So if individual persons (e.g. at reception) are to be given more rights than others, the corresponding setting (e.g. for sales) in the group (reception) must be set to „neutral“ and the rights of the individual employees are given/denied directly to the corresponding person. The most frequently used special commands for additional rights or denials are listed under the description of the settings. These must be selected in the respective access in the Special tab.

Settings that relate to the articles:

Settings that relate to the cash register:

Settings that relate to the contribution account:

Note:

You should not delete a user in the password management but rather block access. Otherwise it will no longer be possible to trace who did what and when. Only the personal ID is saved in the database and not the real name.

If a new user wants to be created with the same abbreviations that are already linked to an existing - albeit deactivated - account, you will receive a corresponding message from PC CADDIE. If an account has ever been deleted that had the same abbreviations as the new account, the new one will be stored in all places where the old person was previously linked.

In particular, CRM\DMS users should never not delete any delete users. The blocked users are labelled with a preceding „Z“ or X in the password user administration. In addition, all open tickets of the person leaving can be transferred to another person.

If you still have questions, please contact our support team.