š Overview
These instructions will help you set up and manage employee access (permissions) and employee passwords in your software. You may use password protection to assure privacy for any or all of the main screens and reports as well as many specific features. Employee access to screens may be set up and each employee may have a unique password. Password protection for individual employees and screens is optional.
A password can be set for the entire database as well. This password can be set when the software is first installed, or it may be set or changed after installation. Database password protection is controlled by Microsoft SQL. DaySmart Software, Inc. does not guarantee replacements for lost passwords. Be sure to write down your database password and keep it in a safe place.
Select Password Setup from the Tools pull-down menu to access these settings. The Password Controls screen is divided into three sections: Database Password Protection, Employee Access, and Password Log In/Log Out Settings.
š Database Password Protection
Password protection is applied to your database to keep it from being accessed by another program or unauthorized persons who should not be able to access this information. You will be prompted to enter a password when you start the software or restore a database from backup. You will also be prompted to enter a password if you attempt to access the database with another program, such as SQL. There are four options for database password protection. If a database password has not been set, then there will only be one option: Set Database Password.
Set Database Password: initially set a database password.
Click the Set Database Password button in the Database Password Protection section.
The Set Database Password screen will appear.
Enter the password in each of the two boxes as prompted.
Click OK.
Change Database Password: change the database password from a previously set password.
Click the Change Database Password button in the Database Password Protection section.
The Password screen will appear.
Enter the old password and click OK.
Enter a new password in each of the two boxes as prompted.
Click OK.
Clear Database Password: remove database password protection.
Click the Clear Database Password button in the Database Password Protection section.
Enter the current password in the prompt.
Click OK
Remember the database password on this computer on startup: if this box is checked, you will not be prompted to enter the database password when the program opens. This will only remember the password on the current database. If the database is restored from a backup, or if the database is loaded on a different computer, the password will not be remembered and must be entered again.
š Employee Access & Permissions
Password protection can be applied to many of the screens and functions in your software. Each employee can be granted custom access to these screens and functions.
Select Password Setup from the Tools pull-down menu.
The Password Controls screen will appear.
In the Employee Access section, check the Enable employee password protection on this computer box.
Click the Edit Passwords button.
The Employee Passwords screen will appear.
Double-click to enter employee passwords. You have the additional options of allowing employees to change their own passwords from the Time Clock Log In/Log Out screens, and hiding employee passwords from other employees.
Click OK to return to the Password Controls screen.
Click the Edit Access button.
The Employee Passwords screen will appear.
For each option that you would like to restrict access to for employees, check the box in the Require Password column on the row that corresponds with the restricted option. This will require the employee to enter his or her password to access this feature and block some employees from accessing this feature completely. If password protection is enabled, make sure to protect the Employee Access Screen listed in the Other category so employees cannot get into this screen and change password settings.
Under each employee's name, uncheck the box to restrict access to any screen or feature. If the employee should be allowed access to this screen or feature, the box under that employee's name should be checked. We recommend having all the important financial screens password protected as well as establishing different levels of password protection for different employees.
Repeat Steps 10 & 11 for each screen/feature/report to be password protected. To restrict access to any function for an employee, simply remove the checkmark for the desired function ā you can highlight multiple cells and use the Check Selected Cells or Uncheck Selected Cells button in the lower left to grant or restrict access to multiple employees or functions at once.
If you have many employees who require the same level of access, set the access for one employee and use the Copy Profiles button to copy that employee's access to all the others who require the same settings.
Click OK.
š¤ New Employee Button
You can use the New Employee button on the Password Controls screen to select an employee and have his or her CURRENT password access information used as the default setting for all new employees. In other words, when you add a new employee, his or her password information will be automatically set to the selected employee's access.
These password settings are a 'snapshot' of the default employee you are selecting. Future changes to the default employee's password settings are not automatically updated. To update changes you need to reselect the default employee.
Click the New Employee button.
If this is the first time selecting default New Employee password settings, read the message and click OK.
The Select Employee screen will appear.
Select the employee with the CURRENT password access information that you would like used as a default for new employees.
Click the OK button to return to the Password Controls screen.
Click the OK button to save the password settings.
ā±ļø Password Log In/Log Out Settings
Your software can be set to remember, or not remember, the employee who is currently logged in.
Remember which employee is logged in: the software will ask for the employee's name and password to be entered the first time a password protected feature is accessed. The employee will be able to use the software according to his or her allowed access without entering his or her name and password again. The employee will have to Log Out by going to the Tools pull-down menu and selecting Password Log Out.
Do not remember which employee is logged in: the software will ask for the employee name and password every time a password protected feature is accessed. This will provide greater security, but also slow down employees using the software if numerous features are password protected. If you have Do not remember which employee is logged in checked, but still have Automatic Logout enabled, then the software will return to the Welcome Screen after periods of inactivity. Disable Automatic Logout to stop this.
If you have the software remember which employee is logged in, it's a good safeguard to have the employees be automatically logged out after a period of software inactivity. If an employee forgets to log out, this will minimize the possibility of another employee accessing screens he or she should not.
Check the box labeled Enable automatic logout in the Automatic Log Out section.
Enter the time of inactivity you would like to cause the employee to be logged out automatically.
Click OK to save this setting.
ā Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Can I restrict access to only one module (e.g., Remote Access) for an employee?
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Yes. Navigate to the Employee Access screen, go to the specific module, and block only that feature while leaving others enabled.
What happens if I restrict all features for an employee?
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Their access becomes very limited ā they may still log in, but they will see few (or no) available actions. Use this for temporary suspension or special roles.
How can I restore full access once it's been removed?
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Return to the same Employee Access screen, find the employee column, click the checkbox for each feature you want to restore, and click OK to save your changes. The employee may need to log out and back into the app or software to see those changes applied.
Where do I go in my software to set up employee access and passwords?
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Select Password Setup from the Tools pull-down menu. From there you can manage database password protection, employee passwords, and access permissions ā see the Employee Access & Permissions section above for full step-by-step instructions.