How do I add, modify or delete a users account?
Employee Access
The Employee Access function is a security feature that allows you to add, delete, document, and assign passwords to employees.
In addition, an access level of 1 through 5 is set in this section where the higher numbers grant greater access to the individuals. The top level 5 is normally granted only to the rental car manager or owner. In multi-user or networked systems, employee access is assigned station-by-station. You must maintain access for an employee on each workstation that employee uses.
Adding Employee Access
Use the following procedure to grant an employee access at this workstation.
1. Click 7 7 1 on the Main Menu. The Add New Employee entry box appears:
2. Type the Employee Account, up to four characters.These can be any letter and/or number combination; initials are frequently used.
3. Type the Employee Name, up to 14 characters.
4. Click the drop-down menu arrow to choose the level of access for the employee. (Choose 5 for owners and managers, as they need to access the complete system. Level 1 or 2 is recommended for agents.) Refer to the table following this procedure an explanation of the various access levels and the basic functions of each level.
5. Type the employee’s password.If you leave this entry blank, Rent-Ware does not ask for a password when this employee identification is used; otherwise, the correct password is required along with the proper employee identifier. (We recommend use of passwords for optimal security.) The password can contain any combination of letters and numbers. Be sure to note the newly assigned password!
6. Re-type the employee’s password in the Confirm Password field.
7. Click OK to save changes.
Access Levels and Descriptions
|
Access Level |
Description |
|
Level 1-Basic Counter Operations |
Open and close rental agreements (RAs) Batch entry of RAs Close foreign RAs Enter reservations Log vehicle maintenance |
|
Level 2-Advanced Counter Operations |
All level 1 privileges Edit/reprint active RAs Print active RA lists Review/reprint closed RAs Enter RAs by disk Enter void RAs Print missing RA report Cancel and modify reservations Print reservation lists Print availability projections |
|
Level 3-Basic Management Operations |
All level 1 and 2 privileges Adjust vehicle availability Control vehicle data Print fleet description and status Print vehicle maintenance reports Set system date and time Access DOS procedures set at level 3 |
|
Level 4-Advanced Management Systems |
All Level 1, 2, and 3 privileges Print revenue projection reports Print daily business reports (DBRs) RA activity reports Print utilization and profit reports Employee activity and effectiveness Print vehicle financial reports Access DOS procedures set at level 4 |
|
Level 5-System Operations |
All Level 1, 2, 3, and 4 privileges Control System Access Set rates Set vehicle financing choices Define locations and function keys Define vehicle classifications Printer control functions Data file purging/archiving Software update support Access DOS procedures set at level 5 |
Deleting an Employee's Access
The Delete function allows you to revoke an employee's access to Rent-Ware.
Use the following procedure to delete an employee's access.
1.Click 2 on the Employee Access window, or click 7 7 1 2 on the Main Menu.The following entry box appears:
2.Type the Employee Number to remove, and click OK.A confirmation window appears:If no match is found, the following message appears:
3. Click Yes on the confirmation window.You are returned to the Employee Access window.
Modify Password or Access
If an employee's password becomes compromised or if the employee forgets his or her password, use this function to re-assign a new password. You also use this function to alter the employee's level of access to the program.
Modifying a Password or Access
Use the following procedure to modify a password or change access levels for an employee.
1.Click 3 on the Employee Access window, or click 7 7 1 3 on the Main Menu.The following screen appears:
2.Click the arrow on the Select the employee code to change information on field.A drop-down menu appears.
3.Choose the code for the employee whose information you want to change.The information for that employee appears in the rest of the boxes.
4.Modify the information in the fields as necessary.
5.Click OK to save changes.
Employee Access Display
Displaying Employee Access
Use the following procedure to view the employee access list.
1. Click 4 on the Employee Access window, or click 7 7 1 4 on the Main Menu to display the employee access list.A window like the following appears:
2.Click OK to close the window.