The Security tab is where you can manage the users of Shepherd's Staff. Here, you can add new users, edit existing users, or delete users you no longer want to have access to the system.
The view shows every user of the current database, and their information, including User ID, Name, whether they are an active user, when they last logged in, and their level of authority in each module.
To add a new user, click the Add button in the lower left corner of the window.
In the User Information window that appears, you will need to fill in each field that has been labeled with an *.
- User ID - This is the user's "username". This is what they will type in when they log in to Shepherd's Staff. This needs to be at least 3 characters long. Since the username is not case-sensitive, it will automatically appear in all caps.
- First Name - This is the first name of the user. This is used so you can identify the user on the Security Tab.
- Last Name - This is the last name of the user. This is used so you can identify the user on the Security Tab.
- Active - This checkbox will determine if a user is considered an Active user. If this is unchecked, the user will still exist in your database, but they will be unable to log in under this User ID.
- Password - This is where you will assign a password to this user. The password also needs to be at least 3 characters long, and it cannot contain the characters <>[]+;%#;" or spaces. Click "Create Password" and you will be able to fill in the password you want this user to have. If there are other people present and you want to hide the characters as you're typing, click the "eye" icon to the right of the password field to hide the password while it is being entered.
- Password hint - This is an optional field where you can provide the user a hint if they've forgotten their password. If a user types in an incorrect password at the login screen for Shepherd's Staff, a "hint" button will appear above the password field, where, if they click that button, the text you enter here will appear.
After setting up the user's login credentials, you will need to set their access to each of the modules within Shepherd's Staff, as well as a few utilities. You can set access for each of the modules at one of three levels:
- No Access - This option will not allow the user to open the selected module. The module's icon will be grayed out on the Shepherd's Staff Central window for that user.
- User - This option will provide the user with limited access to the selected module. When you select this option, a "Details" button will appear to the right of the drop-down list. Here, there is a checklist of options for that module where you can specify exactly what that user has access to within the module.
- Supervisor - This option provides full access to the selected module, with no restrictions.
There are also a series of checkboxes for other utilities within Shepherd's Staff, specifically Webtools and Email.
- Webtools access
- Can enter attendance batches - This checkbox controls if a user can create and edit attendance batches within the Webtools interface.
- Can enter offering batches - This checkbox controls if a user can create and edit offering batches within the Webtools interface
- Can see contributor names - This checkbox controls if a user can see contributor's names when entering offerings in the Webtools interface.
- E-mail access
- Can send e-mail from within the program - This checkbox controls if a user has access to the email section of Shepherd's Staff to be able to send out messages and email contribution statements.
When you are finished adding credentials and permissions, click "Save" to save their record. You can also click "Note" to add a note to their account.
To make changes to an existing user ID, click on the ID you want to change, and then click "Edit". You can edit any of the fields in the User Information window, except for the User ID field. If you wish to change that user's password, click the "Change password" button, enter your own password for security, and fill in their new password. Click "Save" to save your changes.
To delete a user from the system, select the user and then click "Delete". We recommend making the user inactive instead of deleting them, in order to be able to see their activity in the Audit log.