In this topic
This screen is used to setup the users of your PetPoint system so they will be able to log in under their own identity. All Users of a database share the same Shelter ID, but a separate login name and password, with specific permissions given to each user based on their job within the organization, are easily set up by the administrators. Another benefit with giving your users their own access is that PetPoint can track what they do within your database.
The Add / Edit Users screen is divided into several sections.
Users
The top box contains a list of people within your database that currently have logins / passwords. When you first access PetPoint, there is typically only one record listed – your administrator (LoginName = admin).
Potential Users
The area below that contains a list of all the people within your database that can be granted login privileges – these are your potential users. When you first access PetPoint, there is typically one records in the Users box and none in the Potential Users box. You will add person records to the database to make them Users through the Associations you give them.
After selecting a Person from the list, you will see their Person ID listed and a box for an Expiry Date. The Expiry Date would be the day you want their login information to no longer grant them access to PetPoint.
User Roles
Once you select a Potential User you will need to assign a User Role to them.
Login Limitations
This section will allow administrators to have greater control as to where and when their users can access the database.
1. IP enabler is used to enable certain IP addresses only to be accessed from this user's login, to stop them from accessing the database from their home. Enter your shelters IP address and click Add.
2. Or you can use the Day of the Week section to allow them to only be allowed in PetPoint during working hours.
Login Name / Password
This
last section is allows administrators to create the Login Name (User ID)
and Password for their new user. Password security rules can be
updated via the Security
Center, to enforce passwords of a certain length or format.
Note: Before you can create a new user, you must first setup a person record for them using the Edit Person module. When creating / editing this person, you must make them a Potential User by adding any of the Associations that have web login rights to their record (ex: employee).
Please see Edit Person for further details on this topic.
1. After creating employee’s person records, you will find them listed in the second box, Potential Users, on the Add/Edit Users screen.
2. Click on select next their first name.
3. Within the yellow box in the lower
portion of the screen:
a. Add the Security Roles needed.
b. Enter the Login Name
c. Enter the Password (in both the Password and Confirm Password fields).
d. Click on Submit to save the new User.
TIP: YOUR USERS WILL BE ABLE TO CHANGE THEIR PASSWORDS ONCE THEY ARE LOGGED IN USING ADMIN – EDIT MY ACCOUNT.
After the User is saved you will notice that they were removed from the potential users box and added to the top box of Users within your database.
Security Roles determine how much access PetPoint users have to records.
User: has the ability to create and view records within PetPoint but is not authorized to edit information or delete records/information and does not have access to Admin Options. This classification is intended for volunteers, board members and others needing access to animal and people records primarily for reference purposes or data entry.
Power User: has the ability to create, view, and modify records in PetPoint, but has a very limited ability to delete information, cannot Refund receipts, and does not have access to Admin Options. This is the ideal classification for most operations staff handling daily data input and reference such as intake desk staff, adoption counselors, kennel staff, etc.
Manager: has a greater ability to delete records/information including backdating Exams; unable to delete receipts, users and agencies and does not have access to the Admin Options menu. This is an ideal classification for department managers and those who make operational decisions.
Administrator: has full access to Admin Options module with the ability to add, edit, delete people, animals and related information. Administrators cannot delete receipts or companies, but otherwise have broad ability to delete information and records. The Administrator role is assigned by the PetPoint Help Desk Team.
IMPORTANT NOTE: YOU WILL NEED TO ASSIGN AT LEAST ONE OF THE SECURITY ROLES ABOVE IN ORDER TO CREATE A LOGIN.
License - Basic : provides users with access to the Services > Add License and Services > Edit License menu options. Users with the Licensing - Basic Security Role may create and view License records.
License - Advanced: provides users with access to the Services > Add License and Services – Edit License menu options. Users with the Licensing - Advanced Security Role may create, view, and edit License records.
Case - Basic : provides users with access to the Case > Add/Edit Case, Case > Dispatcher View, and Case > Officer View menu options. Users with the Case - Basic Security Role may create and view Case records.
Case - Advanced : provides users with access to the Case > Add/Edit Case, Case > Dispatcher View, and Case > Officer View menu options. Users with the Case - Advanced Security Role may create, view, and modify Case records.
Memo - Advanced : provides users with the ability to modify Animal, Person, and Agency Memos. Users without this Security Role may not edit existing Memos.
Hotline-Basic: provides user with the ability to create a hotline record under Services > Hotline or view previously created records.
Hotline-Advanced: provides user with the access to create and modify hotline records under Services > Hotline, and view previously created records.
Schedule - Basic: provides users with access to the Services > Schedule option. Users with the Schedule - Basic security role may view and create appointments.
Schedule - Advanced: provides users with access to the Services > Schedule option. Users with the Schedule - Advanced security role may view, create, edit and delete appointments.
Finance Contact: these users will be the ones elected to follow the instructions sent to the Finance Director sent by Shelter Outreach when they send out invoices for the ShelterCare program as described in Schedule B of your PetPoint Agreement. This user role should only be given to non-administrator employees who might need to do the invoicing, such as a treasurer or director.
Inventory - Basic: provides users with access to the Admin Shelter Utilities portion of PetPoint in order to place, edit or receive item orders using the Inventory module.
Inventory - Advanced: users can access the Inventory screens as Inventory - Basic, but can also can create new items.
Refund - Basic: provides user with the access to the Admin Refund screen in order to refund previously recorded transactions on receipts.
Refund - Advanced: advanced users can access the Admin Refund screen and also override maximum refund amounts.
Reports Access: access to the Reports > Report Website menu choice is restricted when this user role is not added. Administrators may want to review who has this user role via the list on the Admin Option > Security Center. This role allows the end user to view the Reports Website.
Executive Contact: user role is strictly for management or administration, and users with this role will receive Pethealth announcements regarding PetPoint Portfolios. These people need to have at least 1 valid email address on the person record linked to their user account, and will be able to view the new reports via the Reports Website. PetPoint portfolios are only available for PetPoint Professional (formerly PetPoint SMS) users.
Petango Editor: Users with this role will have the ability to do limited editing of active inventory animals for display on Petango.com and within the Adoptable Search I-frame. This role should be given individually, with no other user roles applied, to data entry employees or volunteers who need no access to PetPoint other than to work with records displayed on the web. Instructions for using the Petango Editor can be found here. Instructions for setting up the Petango Editor permissions can be found here.
Junior Admin: Junior Admin roles are to be given to those users of PetPoint who the main administrator wishes to be able to do Admin work also. There are two roles, Jr. Admin - Setup and Jr. Admin Utilities, which provide access to either topic on the Admin Options screen for users who are given this role.
Transfer Basic: Can Search for animals and submit requests. Without these roles, users will not see the Transfer Network Menu from the login screen, or in the green menu at the top.
Transfer Advanced: Can Search for animals, submit requests, cancel requests, and approve requests. Without these roles, users will not see the Transfer Network Menu from the login screen, or in the green menu at the top.
Medical Roles
Medical - User: Has “User” permissions within Medical (read, create, but not edit or delete)
Medical - Power User: Has “Power User” permissions within Medical (read, create, edit, but not delete)
Medical - Manager: Has “Manager” permissions within Medical (read, create, edit, and delete)
Foster Roles
Foster- User: Has “User” permissions within Foster (read, create, but not edit or delete)
Foster - Power User: Has “Power User” permissions within Foster (read, create, edit, but not delete)
Foster - Manager: Has “Manager” permissions within Foster (read, create, edit, and delete)
Ownership Roles
Ownership - User: Has “User” permissions within Ownership (read, create, but not edit or delete)
Ownership - Power User: Has “Power User” permissions within Ownership (read, create, edit, but not delete)
Ownership - Manager: Has “Manager” permissions within Ownership (read, create, edit, and delete)
Care Activity Roles
Care Activity - User: Has “User” permissions within Care Activity (read, create, but not edit or delete)
Care Activity - Power User: Has “Power User” permissions within Care Activity (read, create, edit, but not delete)
Care Activity - Manager: Has “Manager” permissions within Care Activity (read, create, edit, and delete)
Last updated for Professional (formerly PetPoint SMS) & Lite July 2011 - Melissa Wainscott