Creating and Editing Sportsman Users and Their Permissions

This document will cover the best practices and recommendations for setting up user accounts inside sportsman. While we recommend that all users have their own username and password for sportsman, you can set up one generic set of credentials, that all your people will log in to when they work the front end. When a staff member is no longer employed their credentials can be made inactive, to avoid someone getting into the system that should longer have access. This will take them off the active employee list and move them to the inactive list, which can only be seen if you click on show inactive employees. User permissions for access to different features and data are complex and we recommend that administrative staff only grant permissions to financial data and settings configurations to more senior staff.  We also recommend running a User Permissions Report periodically to review active users and permission levels.   The terms ‘User Permissions’, ‘User Access Rights’, and ‘User Security Settings’ are interchangeable and refer to the different features that users can be offered.  

***Note*** SportsMan web no longer requires separate Site Admin/System admin credentials. You can now give those rights to specific individuals inside the user’s security tab. However, the desktop application still requires you to log in with the SYSTEM administrator login to change/add the security permissions. 

Prerequisites:  You must have the SYSTEM Administrator login credentials.

This document will cover:

ü User Administration

ü Adding a New User

Ø User Information

Ø Security

Ø Authentication

Ø Timekeeping

ü Editing a User

ü Deleting Inactive Users

ü User Access Rights Reports

 

User Administration

To add, Edit, or View a user’s account click on the cog wheel on the top right of your screen, then click the ‘User Administration’ tab on the left-hand side of your screen.

Adding a New User

To add a new user to Sportsman, click on the [+Add] button on the bottom of your screen.

The ‘Enter User ID’ will populate and ask you to put in a user ID. User IDs can be up to 8 characters long and will show in all caps.

***Note*** The User Id will only be used for the desktop application login, the employee will need to use an email to log in to Sportsman web.

 

 

Next, a window will populate with 4 tabs (User Information, Security, Authentication, and Timekeeping.) that will need to be configured based on your center’s policies. We will go over each tab and what we recommend.

User Information Tab
In the ‘Personal Info’ section we recommend you have the employee’s first and last name all other fields are optional. In the ‘Office info’ section you only need to add in the employee’s email and web login email all other fields are optional.

Security Tab
In this section you will need to select the site(s) the user is allowed to access, then uncheck the ‘No Login Allowed’ this will enable the security settings for you to select for the user. Each security column gives the users access to different parts of the software. The permissions are all-or-nothing. For example, you cannot select to have a user be allowed to ‘Create Activity Sales’, but then not all them to override at the register.

***Note** You need to have System Administrator rights in order to give security permissions.

Authentication Tab
In this section, you can determine if you the user is required to do a two-factor verification or if you want to white-list the IP in order for them to work out side of the network. We recommend you choose at least one of these options for security purposes. If you need more information on how to set these two sections up, please see the ‘Two-factor Authentication’ document.

Timekeeping Tab

This section is only available to those that have purchased the membership module. Our timekeeping feature allows you to input, basic information about your employee and their department and wages. You can also assign them an employee number, and give them a photo ID badge that they can clock in and out with.

***Note**** This is a basic timekeeping feature and does not allow the employee to clock in and out as of right now, without the use of our admittance control. For more details on how to set up timekeeping please see the timekeeping documentation.

Setting up user Passwords

 

After you have finished with the user permission you will be required to create a password for your new employee. Once you create the password you can check to have the user change their password after their first login so that the password is secure. All passwords must be at least 8 characters long and have a upper and lower case letter, with either a character symbol or number for security purposes.

Editing a User

To edit an already existing user’s profile, click on the cog in the upper right, then click on the ‘User Administration’ this will bring up the list of users within Sportsman.

Locate the user you need to edit and highlight their name and click the [Edit] button.

This will open up your user’s information and you will be able to edit each section. However, if you are not a system admin you will not be able to make changes to their security tab.

Deleting/Inactive Users

Deleting a user’s profile is available but not recommended unless you just created the user and made a mistake while creating it. Otherwise, we recommend you mark the user as inactive which will take them off the currently active list.

To delete or mark a user as inactive click on the cog in the upper right, then click on the ‘User Administration’ option on the left-hand side of your screen

Next highlight the person you need to delete and then click the [Delete] button. Again, this is not recommended.

To mark the user as inactive highlight the user on the user administration screen and click [Edit]. You will a box you can check at the bottom of the screen just above the [Ok] button that says ‘User is Inactive’. Check this box and click [OK] and the user will no longer appear in your user list. 

User Access Rights Report

Inside the User Administration section, we have a report that you can run to see what access your employees have. To run this report, click on the [User Access rights Report] Button at the bottom left of the ‘User Administration screen.

This will populate the ‘User Access List’.  If you have a lot of users, you can filter down to hit a specific site, user, show, and access rights. Then choose the order by user ID, Last name or First name and click [Run Report]

The report can then be printed, exported, or emailed the same way all our reports inside Sportsman can. Below is an example of the report.

SM:IC:B: Sept22