IBIS Technology

The User setup screen under the System > Manage users menu is where you create and maintain logins and passwords, so your staff can log on to Ibis and access the functions they require to do their work.

TABLE OF CONTENTS

• Set up a new user
• Change a user password
• Make a user inactive
• Prompt for user PIN codes
• User settings

Set up a new user

1. Open the Users setup screen under the System menu, then press Add. If you are running version 16, click the green plus button to add a new row to the Users screen then enter the following directly into the grid.
   
2. Enter their full name, and public name (this shows on receipts and tickets), and logon name
3. Enter a unique user code (1-3 characters - letters, numbers or combination) which will be noted against transactions and used in reports. The user code is usually the user's initials (unless that code is already taken)
4.  Create a PIN code (1-5 numbers) for the new user - ensure it is unique.
5. Enter a password, it will encrypt as soon as the screen is saved.
6. Set the profile for this user, this controls what screens or modules they have access to view in IBIS Online.
7. Press Save when complete. 

We are making changes to how screen permissions are managed in IBIS. While we transition to the new format, our support team will need to provide screen access when you set up new users. Please contact our helpdesk for assistance.

If you get a popup telling you there are duplicate logon names or user codes, you will need to start again. User names and codes must be unique (even if no longer active), to avoid historical record duplicates 

Change a user password

A user password should be set at the time of setting up a user, regardless of whether they will be logging on individually or using a generic profile. A password can contain between 5 and 20 characters of any combination of letters, numerals, spaces and symbols. Passwords are not case-sensitive. 

From time to time users may forget their passwords. Although you will not be able to view any existing staff passwords in the system, you can reset it so they can again have access. Supervisors usually have the security access to reset passwords. IBIS support cannot tell you what your passwords are if you forget, so please ask a supervisor to reset your password if you if needed.

1. Open the Users setup screen under the System menu.
2. Find the row for the user that has forgotten their password.
3. In the Password field, update the existing password. Do not start the password with the $ symbol or it will not encrypt.
4. Save your changes. 

Make a user inactive

A user must be active (ticked) for them to log on to Ibis. The active box can be unticked for users that you want to leave in the system but are not working at present, for example, seasonal staff.

You cannot delete a user who has made transactions in IBIS. This ensures that we can still report on them in historic sales/audit reports. 

Prompt for user PIN codes

If users are going to share computers, you may want to set up a generic user login for team use, and enable PIN prompting for recording which users process sales through POS or edit bookings/tickets. 

Enable PIN prompting for POS transactions

This setting is universal to ALL users at Point of sale. Ensure all staff members who process POS transactions are familiar with their PIN code before turning on.

1. Open the System settings screen under the System menu. 
2. Under the Point of sale section, find the setting Prompt user timeout. Here you can enter the following: 
   • -1 to never prompt for a PIN
   • 0 to always prompt for PIN whenever the POS screen is opened or
   • Enter the number of seconds the POS screen can stay open before it prompts the user for a PIN. This is useful if the POS screen is left idle for some time between transactions.

Enable PIN prompt for booking/tickets

IBIS controls PIN prompt security for Bookings/ Tickets against a user profile. A user profile differs from a user - the profile controls which screens a user has access to when they login to IBIS. In a shared computer scenario, the users would login to IBIS with a shared user name and password (i.e. a generic user login) and the user profile associated with that generic user would be configured to prompt for a PIN code. To enable PIN prompting for a user profile, first set up your generic user, then contact the IBIS Support team for assistance at help@ibis.co.nz.

User settings

The User Settings screen is found under the System menu. It is used to set a variety of settings for each specific User that logs on to the IBIS application.