2008 Procedure 13 Defining Users Passwords and Security
Because the daily close out procedures include a user cash close, it is important to create a login for each user. In general, the higher the user security level, the more access they have to different parts of the program.
Creating Users
1) Log into Fore! Reservations.
2) File | Setup | Users.
3) Click the New button.
4) Type the name of the user and click the OK button.
5) The name appears at the end of the list and defaults to an active user.
6) Select a customer in the name pull-down menu to associate this user if the employee has a customer profile.
7) Assign a security level.
8) If the user needs access to automatic updates and schedule updates, put a check in the Updater and Schedule column. If the user needs to be able to void rainchecks, place a check in the raincheck checkbox. If the user needs to view credit card numbers, place a check in the CC Security checkbox.
9) Assign a color to be used in the open ticket screen in the touch screen.
10) Click the OK button to close the User window.
Note: Only the Admin user can create a user and check the Admin, Schedule, Raincheck, and CC Security columns.
Merging a User
Once a user is created and has made reservations, sales or other historical activity, this user cannot be deleted. However, you can deactivate the user so he/she can no longer log in or be used in the system. If you accidentally define the same user with two different user names, you can merge them. However, do this only if they are indeed the same person. For example, former employees should be deactivated instead. Merging two different users loses the historical distinction between them and can never be restored.
1) Log into Fore! Reservations.
2) File | Setup | Users.
3) Click the mouse on the user name to be removed.
4) Click the Merge button and click OK to the message to select the second user name.
5) Click on the user name that the first user is to be merged with.
6) A confirmation prompt appears showing the two users you have selected to merge. Read the prompt carefully and if it is correct, click the OK button.
7) Click the OK button to close the User window.
Creating/Changing a Password
1) Log into Fore! Reservations with the user name whose password needs to be created or changed.
2) File | Setup | Users.
3) Click the Password button.
4) Type in the old password. If this is the first time you are creating a password, leave it blank.
5) Type in the new password in the New Password field. Passwords are case sensitive.
6) Retype the new password in the Verify field.
7) Click the OK button.
8) Click the OK button to close the User window.
Creating a Pop-up Note at Login
Sometimes it is useful to advise staff of certain outings or leave them a message. Fore! Reservations has the ability to leave a pop-up note for a specific user when he/she logs into the system.
1) Log into Fore! Reservations.
2) File | Setup | Users.
3) Find the user name login to assign the pop-up note.
4) To the right of the login, there is a name pull-down menu, select the customer name in the database that corresponds to the user. If there is not a customer created for that particular user, you must create one.
5) Click OK to save changes and close the User window.
6) View | Customer.
7) Find the customer that corresponds to the user and click on it, then click the Change button.
8) Click the Details tab.
9) Enter the message you want to appear at login in the pop-up message field.
10) Click OK to save the changes to the Customer Screen.
11) This message will now appear when the user logs in.
Setting Security Levels
Security levels allow you to control user access to different parts of the software. Most facilities set level 5 for management and level 3 for cashiers. For a detailed description of each security setting.
1) Log into Fore! Reservations.
2) View | Fore! Sell.
3) File | Setup | Options.
4) Click on the Security tab at the top and then click the POS tab.
5) Select the level of security for Setup, which refers to the File | Setup menu items, except for sales items and options which have a security level all their own.
6) Select the Option security level for the screen you are in now and the options screen in Fore! Reservations.
7) Select the Purchasing and Receiving security level.
8) Select the Sales Items security level.
9) Select the Inventory Wizard security level.
10) Select the Billing Wizard security level.
11) Select the security level for Printing Reports and the Customer Sales Setup tab in Fore! Reservations.
12) Select the level of security for the shopping cart.
13) Click the Tee Sheet tab.
14) Select the Book, Modify, Cancel, and Block a Tee Time security level.
15) Select the Season Template security level.
16) Select the Fee Matrix security level.
17) Select the Course Screen security level.
18) Select the Options Screen security level.
19) Select the Customer Sales Detail security level.
20) Select the Customer Type Screen security level.
21) Select the Internet Rules security level.
22) Select the E-Marketing security level.
23) Select the Reprint Receipt security level.
24) Select the Change Expiration Date security level.
25) Click OK to save changes and close the Options window.
The following screens are a typical set up:
Credit Card Security
There are two settings that affect how credit card numbers are displayed in Fore! Reservations: the CC Security checkbox in the user screen and the credit card number field in the entry order tab in the options window.
A security level for the credit card expiration field can be set to not allow the user to edit the field. To do this, change the credit card expiration date field in the entry order tab (see Entry Order Tab on page 90) to a level greater than the security level of the user logged in.
The following describes each combination of the CC Security checkbox in the user screen and the credit card number field in the entry order tab and what the user would see in a screen with a credit card number (i.e. customer detail screens, shopping cart payment window, split tender screen, and reservation screens):
1) When the CC Security checkbox in the user screen is unchecked and the credit card number field in the entry order tab is greater than the security level of the user logged in, the user will not be able to view, change, or clear the current credit card number.
2) When the CC Security checkbox in the user screen is unchecked and the credit card number field in the entry order tab is equal to or less than the security level of the user logged in, the user will not be able to view the credit card number but will be able to clear the credit card number and enter a new credit card number.
3) When the CC Security checkbox in the user screen is checked and the credit card number field in the entry order tab is greater than the security level of the user logged in, the user can view the full credit card number but will not be able to edit the number.
4) When the CC Security checkbox in the user screen is checked and the credit card number field in the entry order tab is equal to or less than user security level of the user logged in, the user can view the full credit card number and edit the number.
