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Maintain Users.
This is where you set up the user accounts for your system. Holray is a super user. This means we have access to your system and the back end code for it.
You can search for a user quickly using the search options at the top of the page (in yellow).You can also search quickly using the alphabet buttons. By clicking the Kill Active Session you can stop immediately all current access.
There are quite a few authority levels for your users, as you may want to have a more restricted access to the system for some users, i.e. your booking staff will need to see more details than your workshop staff. Always think about GDPR (General Date Protection Regulations) when setting authority levels as you only want to give necessary access. Each and every user will need their own login and individual email address. Where you use a generic email address for your booking office (bookings@ for example) each user can use their own personal email address, for if and when they forget their logins. It is an extra security measure, and allows you to see who has done what.
To edit an existing user, click on their record and edit or delete.
To add a new user, click the blue New User button. Details are case sensitive. You can only set a user to be the same level as you, or below. You cannot give a level above yourself (so do not change yourself from Administrator as once you change down, you cannot change back up!). The highest level you can set is Administrator. Then it is Accounts user (they have access to accounts and can see pretty much the same as you), Bookings Admin, Bookings User and finally Agent. When setting your users up, log in using their settings to see what they can access to decide on their levels. You may change your mind as you get more used to the system.
Auth Level. The table below shows you what the levels can and cannot do and see. We, as Holray, are super users and have the highest level. This enables us to do all sorts of things that you really do not want to have to do i.e. restore snapshots, apply patches etc. The next level will be for managers. You cannot set an auth level higher than your own. The read only box will vary what a user can see, for example, if read only is checked, the user will not be able to see the Maintain Units tab, whatever auth level they are (the X means they cannot see the item). If there is a variation to the menu items that you want your user to see/do, let us know, as we can override the standard as necessary. Y on the table below means that they can do or see the applicable menu, a line means they cannot.
Parent-menu (tab) Menu Super-User Admin Accounts-User Bookings-Admin Bookings-User Super-Agent Agent If Read-only ticked… System System settings Y - - - - - - Y System DB Errors Y - - - - - - Y System Patch log Y - - - - - - Y System Maintain companies Y Y - - - - - Y System Maintain locations Y Y - - - - - Y System Maintain agents Y Y - - - - - Y System Maintain VAT table Y Y - - - - - Y System Maintain hire elements Y Y - - - - - Y System Maintain offices Y Y Y Y - - - Y System Maintain users Y Y Y Y - - - Y System Maintain auto-notes Y Y Y Y - - - Y System Maintain label types Y Y Y Y - - - Y Pricing Maintain price periods Y Y Y Y - - - Y Pricing Maintain prices (Scroll) Y Y Y Y - - - Y Pricing Maintain insurance breaks Y Y Y Y - - - Y Pricing Maintain waivers deposits & midweek discounts Y Y Y Y - - - Y Pricing Maintain extras Y Y Y Y - - - Y Pricing Discount groups Y Y Y Y - - - Y Pricing Discount plans Y Y Y Y - - - Y Pricing Maintain location dates Y Y Y Y - - - Y Latelink Maintain Latelink discounts Y Y Y Y - - - Y Latelink Run Latelink updater Y Y Y Y - - - Y Units Maintain units Y Y Y Y Y Y - X Units Maintain features Y Y Y Y Y Y - X Customers Maintain customer data Y Y Y Y Y - - Y Customers Maintain advertising sources Y Y Y Y Y - - X Customers Maintain lists Y Y Y Y Y - - X Customers Mailing list & labels Y Y Y Y Y - - X Customers Customer de-duplicator Y Y Y Y Y - - X Customers Source analysis Y Y Y Y Y - - X Customers Import Customers Y Y Y Y Y - - X Customers View Mail Queue Y Y Y Y Y - - X Reporting Prices By Unit Y Y Y Y Y - - X Reporting Arrival Certs/Reminder Letters Y Y Y Y Y - - X Reporting Arrivals/Reminder Labels Y Y Y Y Y - - X Reporting Balances Outstanding Y Y Y Y Y - - X Reporting Credit Card Balances Due Y Y Y Y Y - - X Reporting Payments Received Y Y Y Y Y - - X Reporting Expired provisionals Y Y Y Y Y - - X Reporting Extras report *NEW* Y Y Y Y Y - - X Reporting Booking movements (NEW) Y Y Y Y Y - - X Reporting Unit reports (NEW) Y Y Y Y Y - - X Reporting Departures/Returns Y Y Y Y Y - - Y Reporting Bookings Y Y Y Y Y - - X Reporting Booking summary Y Y Y Y Y - - X Reporting Bookings by user Y Y Y Y Y - - X Reporting Occupancy Y Y Y Y Y - - X Reporting Available units (NEW) Y Y Y Y Y - - X Reporting Accounts Y Y Y Y Y - - X Accounts Sales Report Y Y Y Y Y - - X Accounts Advance Tariff Reports Y Y Y Y - - - Y Accounts Allocation Reports Y Y Y Y - - - Y Accounts Debtors Report Y Y Y Y - - - Y Accounts Weekly Comparative report Y Y Y Y Y - - X Accounts Reconcile payments Y Y Y Y Y - - X Accounts Aged Debtors Y Y Y Y Y - - Y Bookings Chart view Y Y Y Y Y Y Y Y Bookings Check availability Y Y Y Y Y Y Y X Bookings Maintain bookings Y Y Y Y Y Y Y Y Bookings Failed web bookings Y Y Y Y Y - - X Bookings Summary Screen Y Y Y Y Y - - X Bookings Web Testing Y Y - - - - - Y Bookings Web Availability Samples Y Y - - - - - Y Bookings Fuel/deposit refunds Y Y Y Y Y - - Y Files File Manager Y Y Y Y - - - Y Files Document Manager Y Y Y Y - - - X Files Remote Support Y Y Y Y Y Y Y Y System Maintain system messages Y Y - - - - - X System Restore snapshots Y - - - - - - Y System Manage Git Revisions Y - - - - - - Y System Maintain user menus Y - - - - - - Y
If the user is an agent, set which agent it is.
You can set users to have access to all locations, or just a selected few. Click and highlight all locations that apply.
The office will be the head office base in most cases, as set under mainatin Offices.
There are a set number of additional options for your users, it depends entirely on what you would like them to be able to do, and their level of competance, experience and so on.
The start page is the screen the system will open up first when logged in to. In most cases we suggest the summary screen, but some prefer the chart view.
The default web user will be the web agent you have set up previously.
Click insert.