Creating and Editing Sportsman Users and Their Permissions

Anyone accessing the Sportsman application needs a user name and password to log in.  Users should always have personal user ID’s associated with their own name and email so that that financial transaction and other reporting items can be traced to them for accountability.   Staff no longer employed can be made inactive so logins are no longer allowed, but their data remains in the system. 

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’, ‘user security settings’ are interchangeable and refer to the different features that users can be offered. 

 

Important: Sportsman has two special default user ID’s: ADMIN and SYSTEM.  These are the most powerful administrative users and are set up during your Sportsman implementation.  These two users should never be deleted.  Their passwords are provided to key senior staff during implementation and managed by them.   The ADMIN user can Add new users, update User names, emails and inactivate users, they can also update Timekeeping related items including labor code, date of hire and termination etc.  Users access rights (feature and data permissions) can only be assigned and edited when logged in as the SYSTEM user.  This is intentional to provide a single point of security. When your Sportsman License was first implemented, your top executive or director was provided with full Administrative rights.   Also note that all User ID’s are in all capital letters, while Passwords are case specific and can contain both upper and lower-case letters as well as numbers.

 

A note about passwords:  Sportsman user passwords are case specific and can include numbers, letters and special characters. In your File>Administration>System Configuration  screen General tab, you may or may not have chosen the “Enforce Strong Passwords” option as well as an automatic timeframe for password resets.  If you have chosen to use Strong Passwords they MUST contain a mix of characters and numbers and be more than 8 characters in length.

 

Prerequisites:  You must have the SYSTEM Administrator login credentials.

This document will cover:

ü  Introduction to the User Listing Screen

ü  Adding a New User

ü  Making Edits to User Information and Permissions

ü  Resetting Passwords

o   Resetting Individual Passwords

o   Resetting Passwords of All Users

ü  Running a User Permissions Report

Introduction to the User Listing Screen

The User Listing Screen is your starting place to add new users or edit and view the User ID’s, Names and Emails of your existing Sportsman users.  

The screen is accessed by logging in as the SYSTEM administrator, choosing the site (if you have multiple sites in your database) and navigating to File>Administration>User Administration.   It has several columns of information including User ID (the first credential used to log into Sportsman), the name of the user, an E-mail address for communications thru Sportsman.  Optionally, Department, Hire Date and Employee # can be included.   On additional screens you can also enter other personnel data including DOB, labor codes, hire and termination dates, home addresses and even upload staff photos. 

Notice that when you highlight a user the row turns to a dark blue background.

At the bottom of the screen notice the buttons to [Add],  [Edit], [Delete] .  The [Edit] and [Delete] buttons require a user to be highlighted.   Notice that you can also filter the list for Active, Inactive and All employees and choose to show name as Last, First (and save that setting) rather then the default of first, last.   

The bottom of the screen also has a [User Access Rights Report] button.  Running this report is helpful to periodically reviewing active users and their permissions.  

There is also a [Reset All Passwords] button to the lower right.  This can be a handy tool, but should not be used lightly.  

Tip: We recommend that past employees be made inactive rather than being deleted so that their data remains attached to historical reporting.   

Adding a New User

Log in to Sportsman using the System Administrator Account (Please obtain unique passwords from your Executive Director or supervisor.)

Access User Administration through File > Administration > User Administration.

Click the [Add] button

Enter a unique username up to 8 characters and click the [OK] button.  All user names are in ALL CAPS.

On the “User Information” tab enter First Name, Last Name and Email Address for the user.  If you are using Sportsman Web, also enter a Web Login email (this can be the same email as the Office Info email address).

The terms ‘user permissions’, ‘user access rights’, ‘user security settings’ are interchangeable and refer to the different features that users can be offered.  These are primarily on the Security tab of the User Administration screen. On the “Security” tab you can choose to check the appropriate box next to Sites Users Can Access.  Some Sportsman customers have multiple ‘sites’ such as the Recreation Center and the Senior Center.   These sites have separate program hierarchies, separate reporting.   You may want to allow some senior staff to have access to each of your sites or to restrict a user to only one site.  

Also on the “Security” tab, you can allow users who have access to more than one site to have the same access for each or different access to each sites’ data.   See the area Access is Same for All Sites.

You can also allow someone to be a have Administrator privileges (radio buttons on right side of panel) and have all permissions by using the [Check All] button (right side of panel.

Click [Set Password] on the upper right of the screen and enter a password for the new user.

You can type in a password, generate one, require them to change it upon next log in, and even email the password.  Select your options and click [OK]

Making Edits to User Information and Permissions

Any time you need to change user permissions you will need to navigate to the User Listing screen, highlight the user you wish to change and click the [Edit] button to bring up the User Administration Screen.   

You can navigate to one or more of the tabbed screens, make your changes and click [OK] to save. 

If you need to change a User ID you can do that at the top of the User Administration screen.

The following information can be changed on each tab:

User Information tab:  Here you can edit name, address, phone numbers, office email, hire date, termination date, add notes and add or edit the Sportsman Web Login email.  You can also make a user inactive. 

Note that the ADMIN user can also edit the information on this tab – you do not need to be logged in as SYSTEM administrator.

Security tab:  This is where access to features and data is provided.  While most of the check box definitions are self explanatory, please call our Technical Team if you have specific questions.

Network & Logon Settings tab:  This area is optional for Sportsman clients hosting their own data.  Settings are generally suggested by local IT professionals.  If you have questions, please call our Technical team.

Timekeeping tab:  If you are using Sportsman timekeeping feature (available with our Membership module) you can include employee details including date of birth, employee number, photo and even labor code.  You can also print their employee access card and assign the employee to a primary site.  

Resetting Passwords

Resetting Individual Passwords

Most user password changes are done on a case by case (individual) basis.  If you navigate to Edit a user you will notice the [Set Password] button on the upper left of the User Administration screen.

This will bring up the same screen you noticed when adding a new user with options to set or generate a password, to email the new password and to require the user to reset it upon their next Sportsman log in.

Important:  We recommend that SYSTEM and ADMIN User ID passwords be reset from their defaults provided during your Sportsman Implementation and training.  We also recommend they be maintained and known only by senior staff using Sportsman as they provide powerful access to change staff permissions, gain access to configurations and financial data and even editing and deleting of data.  Sportsman Technical staff will occasionally ask for these passwords so that we can access data and make changes you may require of us during technical calls.   If the ADMIN and SYSTEM User ID’s need to have passwords reset you will need to call our Technical team to assist and be aware that when that is done, ALL users will also have to create new passwords.

 

Resetting Passwords of All Users

Using the [Reset All Passwords] button from the User Listing Screen will reset all passwords for all active users in the system except ADMIN and SYSTEM Users.

 

After entering the SYSTEM Administrator password to confirm you want to reset all passwords you will be able to select password options.  Clicking [OK] will provide one additional confirmation screen before all passwords are reset.

 

Running a User Permissions Report

From the User Listing screen you can access the [User Access Rights Report] button on the lower left.  

 

Clicking that button brings up the User Access List screen where you can choose many options for your report.

 

Run the report by clicking the [Report] button and you will see a matrix report that can be exported to a PDF, emailed or downloaded in the same manner as other reports you may be used to. A sample is below.

SM:IC:B:June20