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Security and Users Setup

In the SmartClub security system, you have the ability to create users and customize the level of security you grant each user.

When the SmartClub program is launched, it checks to see if security has been installed. If it has, the program will open with the usual window. If this is the first time you've installed SmartClub or you've just upgraded from an older version, you may get the following message.

secuserssetup.png

If you press the yes.png button, the security database is initialized and the security program is launched.

If this is a network version of the product and security has already been established in a different location, press the no.png button.

secuserssetup2.png

If you press the no.png button here, the program will terminate. Pressing the yes.png button allows you to specify where the security file is located.

cdb.png

Select the cdb.lxs file from the directory and press the Enter key.

If this is the first time entering the security program, you will be asked to provide a password for the 'Supervisor' user account. The following window will be shown:

secuserssetup3.png

Click the ok.png button. In the next window, you type in a strong password. This means the password must be at least 8 characters, contain at least one letter, one number and one special character. The special characters are one of the following: !@#$%^&*()<>,.~`\|}]{[_-=+:;

Password will expire after 90 days; you will be prompted to enter another password at the time. When changing passwords, you cannot use one which has been used before. The system will remember the last 4 (and the current) passwords. If a wrong password is entered, it can be retried up to 6 times. After that, the system is locked and only a supervisor can unlock the system.

 loginsec.png

After the first password is entered, please retype it. Then press the ok.png button and the security program will be launched. (See below)

To launch the security program after the initial setup, click on Start, select All Programs, choose SmartClub and finally select SmartClub Security.

smartclubsec.png

The security program will be launched.

smartclubmenu.png

Only Supervisors - users with unrestricted access - are allowed to make modifications to users and/or security. Usernames are NOT case sensitive. Passwords ARE case sensitive so make sure you check to see whether your caps lock key is on or off when you enter passwords.

Once you have created the supervisor, you may Add (please see Adding New Users section down below), Change or Delete users (please see Changing or Deleting Users section down below).

usersec.png

As you can see, already existing users are displayed in alphabetical order.

Once you are done entering users, click the exit.png button and you're all set to go. Restart the SmartClub program from the Start Menu or an icon from your desktop. If, at a later stage, you wish to make changes to the security settings, simply click Start, Program Files, SmartClub and SmartClub Security.

 

Adding New Users

You may notice that at this point, none of the fields in the window are active. In other words, you cannot click in any of the boxes. To add new users, simply press the add.png button and the cursor is placed at the first field, User Name.

 usersec2.png

User Name


The User Name is the unique identifier or the key to each user. If you wish to set up security for each individual person, you could use each person's name. Alternatively, you could choose names for groups of people as can be seen above.


Password


Enter a password for this user. Passwords have to be strongl. This means you cannot enter passwords which are the same as the user's name, 111 or 99999 or similar "easy to remember" passwords. A strong password is one which contains at least 8 characters, contains at least one letter, one number and one special character such as @,#,$,%,&,* etc. It is not advised to use characters such as periods, comma's, brackets, parenthesis, carets, quotes, apostrophes, colons, semi-colons, slashes and/or backslashes.


Verify Password


Re-enter the password you enter in the previous field. This is to ensure you did not make a typo on the first one.


User Type


Select whether this user is a Supervisor, a Regular User or a Kiosk User. If you select Supervisor, you can see all the checkboxes will be checked and grayed out. A Supervisor has unrestricted access to all functions. If you select Regular User, you can select which features this user can and cannot access. A Kiosk User must be created if you make use of kiosks or guest books. See Kiosk Users later in this section.


Members


Check this box if you wish to grant this user access to Member Maintenance functions. When this box is checked, you can then allow access to the addition, changing and/or deletion of members separately.


Wines


Check this box if you wish to grant this user access to Wine Maintenance functions. When this box is checked, you can then allow access to the addition, changing and/or deletion of wines separately.


Run Preparation


Check this box if you wish to grant this user access to the Wine Preparation function.


Run Credit


Check this box if you wish to grant this user access to the Run Credit function. Additionally, any other functions as critical as this, such as shipping, is using this restriction.


Make Payments


Check this box if you wish to grant this user the ability to maintain payments and shipping information.


Run Reports


Check this box if you wish to grant access to reporting functions for this user. When this box is checked, you can then allow access to the Report Writer, Member Reports Menu, Credit Reports Menu and Shipping Reports Menu separately.
If you grant access to the Report Writer, you have the added ability to grant this user access to advanced features of the Report Writer.


Utilities


Check this box if you wish to grant access to the utility menu for this user. When this box is checked, you can then allow access to the Settings Menu and Database Menu separately.


See Credit Card #’s


Credit card numbers can no longer be printed or displayed on reports. If the Show Only Last 4 box is checked, all digits of the Credit Card Number will be replaced with X's except the last 4.


Activate


Check this box if you wish to grant this user the ability to (re) Activate this wine club at the time the registration runs out.

 

Changing or Deleting Users

To Change or Delete a User, select the name from the list displayed on the bottom of the window. Once you selected a User, the fields will automatically be displayed with the correct information.

usersec2.png

As you can see, the amend.png and delete.png buttons are now active. Note: the word Amend is just another word for Change. If you press the amend.png button or if you make a change to any of the fields in this window, the save.png button will become active and you must press it to save any of these changes. Pressing the cancel.png button will discard any changes you've made to this User's record. If you press the delete.png button, a message box will appear and ask you to confirm the deletion of this User.

Note: Once entered, you cannot change the User Name.

Note: Since only Supervisors may make modifications to the user database, you are prevented from deleting all Supervisor Users. When you try and delete the last Supervisor, you will get the following message:

usersec3.png

 

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