Configuring Staff Account profile settings

Manage Staff Account profile settings to maintain accurate details and secure, targeted access.

Learn how to add or edit Staff Accounts, including disabling or enabling accounts, adding or editing profile information, changing passwords, requiring two-factor authentication, clearing two-factor authentication,  adding or updating mobile phone numbers, subscribing to Snapshot email, archiving Staff accounts, and answers to frequently asked questions.

New to Staff Accounts? Please read the first article in this series: Introduction to Staff Accounts.

Check out the following articles to learn more about Partner and Customer User Accounts: 

• Partner Accounts: Introduction
• Introduction to Customer Accounts
   

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Manage > User Accounts > Staff Accounts > New Staff Account/Edit Account > Profile
   

What more do I need to use this feature?

• Admin permissions to manage User Accounts.
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic items version (Inventory > Items) and our classic products version (Inventory > Products).  → Learn more about products

You can add a Staff Profile via the New Staff button at the top-right of the Staff Accounts tab or edit an account by clicking the Name of any Staff Account record within the Staff Accounts list.

By default, the Staff Account is Enabled. Toggle the Enabled control on or off to change the status of the User Account. Staff Accounts can be Disabled to temporarily remove a Staff member's access, for example, if they are a seasonal worker.

You can edit the following information with Admin permissions.

First Name

The First Name is the first name of your Staff member. This value is required.

Last Name

The Last Name is the last name of your Staff member. This value is required.

Email

The Email is the required email address for your Staff member. It is used for login, notifications, and internal communications.

Nickname

The Nickname - an abbreviated name for your Staff member is required. This value should be a short, unique name used in reports and notes. 

Login Username

We have deprecated the Login Username, meaning it is no longer available for use. Please use your email address to log in. 

Changing Passwords

This password refers to the password the Staff member uses to access their account. It can be changed in their Profile later or by resetting their password. The password should not be the same as any other Staff member's.   

To maintain a high level of security for your account, the new password must meet the following requirements.

• At least 8 characters
• At least 3 of the following:
  • Lowercase letters (a-z)
  • Upper case letters (A-Z)
  • Numbers (0-9)
  • Special characters (e.g. !@3$%^&*)

Passwords must NOT contain empty spaces

Changing Password and iCal feeds The system links Calendar iCal feeds to the account that generated them. If the account that generated the feed is disabled or if the login credentials for that account change, then any iCal feed links previously generated no longer work. You can generate new iCal feeds to link to your external calendars to resolve this.

Requiring Two-Factor Authentication

You can enable this setting if you need the account in focus to use Two-Factor Authentication.

The system then prompts the Staff member to configure Two-factor Authentication when logging in.

Two-factor Authentication can also be required for all accounts by an Admin via Account Settings or by the Staff through their account profile.

Learn more about security For a detailed look at enabling Two-Factor Authentication, check out the following articles: Introduction to two-factor login authentication Enabling two-factor authentication within User accounts

Clearing Two-Factor Authentication

Click this option to reset the user's two-factor authentication. The reset has been successful, as the button is temporarily disabled and labelled as Cleared. 

This option is helpful if a Staff Member or Partner loses their authentication device or wants to change authentication methods or applications.

Next time, the Staff member logs in, they are asked to set up authentication again. 

Learn more about security For a detailed look at enabling Two-Factor Authentication, check out the following articles: Enabling two-factor authentication within User accounts Managing your Admin, Staff, or Partner account profile

Adding or updating mobile phone numbers

Enter the Staff member's Mobile Phone number here if you'd like to send SMS notifications. You must use the Third-party Twilio integration to send SMS notifications.

Subscribing to Snapshot Email

A recurring email report summarizing statistics and activity within Checkfront, including the following.

• Number of Web Bookings
• Number of Staff Bookings
• Number of Booking Page Visitors
• Percentage Conversion Rate
• Number of Transactions
• Total Gross Revenue

The Staff member receives an email only if there have been bookings in the last 7 days.

The email is limited to accounts with report or administrative access privileges only.

You can use the select box to choose the day of the week you would like your Staff member to receive this. 

To unsubscribe the Staff member from the Snapshot Email, choose the option to never send the email.

Email this account important Checkfront service updates and announcements

Check the box provided if you would like the Staff member to receive emails regarding important Checkfront service updates and announcements.

Learn more about account profiles For a detailed look at Account Profiles from the Staff member perspective, check out the following article: Managing your Admin, Staff, or Partner account profile

Staff Accounts can be archived if they are no longer needed or were created in error. Click the Archive button found at the bottom of the Edit Account page.

Archived accounts appear in the Staff Accounts list when you filter by Archived status. From there, you can edit the account and Unarchive the Staff member.

Total Staff Accounts Archived Staff Accounts do not count toward total Staff Accounts. If you archive a Staff Account, this opens up a space for a new one!

To change a Staff member's email, follow these steps:

1. In the Staff profile, select and remove the text in the Email field.
2. Enter a unique email address into the field.
3. Select Save when finished.
    

We suggest that your Staff change their passwords using the Forgot Password or  Change Password options in their Account Profile. This practice ensures that only the account holder is privy to their password.

If need be, you can change a Staff member's password here by following these steps:

1. In the Staff profile, select the Change Password button.
2. In the New Password field that appears, enter a new password that meets the requirements listed above.
3. Select Save when finished.
    

You can suggest that Staff use the Forgot Password? link within the Login form or through the change password option within their Account Profile.

This practice prevents you from communicating the new password to the Staff member outside the system, keeping it private and secure.

Learn more about resetting passwords For a detailed look at how Staff can reset their passwords, check out the following articles: Resetting your forgotten password Managing your Admin, Staff, or Partner account profile

An Admin can reset two-factor authentication for select User Accounts. This option is helpful if a Staff member loses their authentication device or wants to change authentication methods or applications.

1. Go to User Accounts (Manage > User Accounts). By default, the system displays the Staff Accounts tab.
2. Find the User Account you need to update and click on the User's Nickname to open the Edit Account side panel.
3. Click on the Clear Two-Factor Device Settings button. You can see that the reset has been successful, as the button is temporarily disabled and labelled 'Cleared'. 

Next time, the Staff member logs in, they are asked to set up authentication again.

Learn more about switching authentication methods Users can also clear Two-Factor Authentication from their profiles, for example, if they need to switch authentication methods or apps. Managing your Admin, Staff, or Partner account profile

To fully disable Two-Factor Authentication for a Staff Account, follow these steps.

1. Go to User Accounts (Manage > User Accounts). 
2. Enable the Require Two-Factor Authentication setting in Account Settings.
3. Save the change.
4. Find the Staff Account you need to update and click on the Nickname of the Staff Member to open the Edit Account side panel.
5. Click on the Clear Two-Factor Device Settings button.
6. Go back to Account Settings and disable the Require Two-Factor Authentication setting.
   
    

Next Steps

In the next article, we look at how to manage Staff Account permissions.

< Enabling system-wide account settings for Staff Accounts     |     Managing Staff Account permissions >