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.
If you press the 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 button.
If you press the button here, the program will terminate. Pressing the button allows you to specify where the security file is located.
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:
Click the 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.
After the first password is entered, please retype it. Then press the 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.
The security program will be launched.
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 Userssection down below), Change or Delete users (please see Changing or Deleting Userssection down below).
As you can see, already existing users are displayed in alphabetical order.
Once you are done entering users, click the 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 button and the cursor is placed at the first field, User Name.
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.
As you can see, the and buttons are now active. Note: the word Amend is just another word for Change. If you press the button or if you make a change to any of the fields in this window, the button will become active and you must press it to save any of these changes. Pressing the button will discard any changes you've made to this User's record. If you press the 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: