The Add / Edit Users screen is accessed via Admin > Admin Options.
In this section you will learn:
What is the Add/Edit Users Screen for?
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 Section by Section
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. You can actually block a user’s home IP address to stop them from accessing the database from their home. 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
User Permissions - Required
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: provides user with the ability to view and go to the Admin > Shelter Utilities page. This is where the user will go to follow the instructions sent to the Finance Director emails on
Add/Edit Company Info when we 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 take care of 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.
Last updated for SMS & Lite June 22, 2009 - Melissa Wainscott