Home → Arctic Reservations → Users → Creating Users
2.1. Creating Users
To provide access to Arctic Reservations, you must create a user account. We recommend creating separate user accounts for each person who has access to the installation, allowing better auditing and access control. To create a user in your Arctic installation, go to the "People" menu and choose "Create". On the "Create Person" page, enter the name of the user and click the "Edit" icon next to "Type" as shown here:
When the "Type" select options open, select "User". Most likely, since the new user will not be a customer, we recommend deselecting the "Customer" option.
If you wish to store contact information for the new user in Arctic, you can enter their contact information in the provided fields (as with creating guests or other people). Once the contact information has been entered, go to the "User" section near the bottom of the page.
If you do not want or need to store contact information for your users, then you can immediately scroll down to the "User" section near the bottom of the page.
Enter the email address that will be associated with the user account.
Note: this email should be an existing email address as Arctic will email the address used the password creation link. If you are going to give the new user a company email address be sure the new address is up and functional before creating the user in Arctic.
Once the email address is entered, choose "Yes" for "Enable Login". Initially all users should have the "Enable Login" field set to "Yes". This will ensure that the user can then login to the system and create a password. If you do not enable login for the new user they will not be able to create a password or complete the account setup process.
Note: The "Enable Login" feature is useful for seasonal employees. When users end their season with you, you can disable their login which will prevent them from being able to access your installation while not actively working for you. When the user returns to work, you can easily re-enable their login and they will use the same email address and password that were last associated with their user account to access the system.
When you choose "Yes" to "Enable Login", Arctic will show a box for configuring the user's access level or permissions.
Here you can set the access levels that the new user should have. If they will work with all of business groups, then you will want to set their permission level at the "System-Wide Access" level. If the new user should only have access to specific business groups, then you can just give them permission for those specific business groups. If this is the case, be sure you do not set a permission level in the "System-Wide Access" field. If a higher permission level is provided at the "System-Wide Access" level, it will take precedence over individual settings for the business groups.
Note: It is possible to give a user a lower permission level on the system wide level business group but still grant them a higher access for a sub-business group. For instance, you can give a user "Read Only Access" for the "System-Wide" business group but then give them "User" or "Super User" access to the "Retail" business group. This will enable the user to see all of the information in your installation but they will only be able to create information in the "Retail" business group.
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User Permissions There are five different permission levels: Read Only - Users with this permission cannot change any information in the system and can only view customers and existing reservations. Users with this access level will not see financial information, such as invoices or pricing details. Read Only with Financial Data - Like the read only user, users with this permission level cannot change any information in the system. They can view all information, including financial details such as invoices and transactions. User - A typical User has full control over trips, reservations and customer details, but cannot change settings in the administration menu (including payment plans, inquiry letters, etc.). Users can not delete reservations or rentals. Super User - This user has access to the full set of menus, and can change administrative functions. The one thing this user cannot do is create users and a few other key system controls. Super users also have the ability to delete (not just cancel) existing reservations, rentals and trips. Administrator - The administrator is the very first user who is setup on Arctic Reservations and can control all settings. This is the only user permission level that can create additional users or alter another users' permissions. The administrator can also create other users as administrators. |
Once you have set the appropriate permission levels for the new user, scroll to the bottom of the page and click "Submit". At this point, Arctic will email the new user a personalized account setup link, which will allow the user to pick a personal and secure password. These links expire after about 8 hours so be sure the user checks their email and completes the account creation process within this window of time.
If the user's personalized account setup link expires, they can go through the "forgot password" process to receive a new account setup link.
Once the new user has completed their password creation, Arctic will automatically log them into the system. For subsequent logins, the new user will enter their email address and their password to access the system.
In the next section, we will discuss how users can manage their accounts to update email addresses and passwords.