Introduction to Staff accounts

Admin permissions to manage User Accounts.
The Staff Accounts feature is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.

New to Checkfront - Products ✨

Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront.

Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information.

Discover more product-related help articles here: Products (New).

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

Accessing Staff accounts

Staff Accounts

The User Accounts page (Manage > User Accounts) is a central hub for managing your User Accounts - Staff, Partner, and Customer.

From the Staff Accounts tab, you can view pertinent information about each Staff member such as the number of Bookings they have made, whether they have Two Factor Authentication enabled or not, and when they last logged in.

You can also access the Staff member's account details for editing purposes, import Staff Accounts, and export Staff Accounts.

Adding a new Staff account

User Accounts - Add New Staff Account

To start creating a new Staff Account, click on the New Staff button at the top-right of the page.

Learn more about Staff Account - Profiles and Permissions with the following articles.

- You have # Left

Number of Staff Accounts Left for your Subscription

With some of our plans (Trial, Soho, Pro), there are limits to the number of Staff Accounts you can add to your Checkfront account.

The number of Staff Accounts you have left is displayed next to the New Staff button with the YOU HAVE # LEFT label, for example, YOU HAVE 1 LEFT.

A banner appears at the top of the page when you have reached your plan limit and you are prompted to upgrade your plan.

Anytime you change the status of a Staff account (enable, disable, archive, or unarchive), simply refresh the page to see an updated YOU HAVE # LEFT count.

Learn more about changing your billing plan here:

Changing your billing plan

Enabling account-wide settings

Staff User Accounts

Click on the Account Settings button to access the following account-wide settings.

- Requiring Two Factor Authentication for all accounts

Require Two Factor

Enable this setting, if you need all Staff and Partner accounts to utilize Two-Factor Authentication.

Those that have not already enabled Two-Factor Authentication within their accounts are prompted to do so when they next log in.

Two-factor Authentication can also be enabled on an individual account by an Admin via Staff and Partner Account settings, or by the Staff or Partner through their account profile.

Learn more about enabling Two-factor Authentication here:

Introduction to two-factor login authentication

- Enabling Google Logins

Enable Google Logins

Enable this setting, if you need all Staff and Partner accounts to have the option to log in with their Google account.

Enabling this setting automatically enables the Google SSO integration (Manage > Integrations > Google SSO)

Learn more about our integration with Google SSO here:

Google SSO: Setup

Managing your Staff accounts list

View the list of created Staff Accounts.

- Filter by

Staff Accounts - Filter by

At the top of the Staff Accounts list, there is an option to filter the list of Staff Accounts by account status: Enabled (default), Disabled, Archived or view All.

- Viewing user account information

Staff Account Data Columns

By default the following data columns display for each Staff Account record.

-- Nickname

A short, unique name used in reports and notes.

-- Status

The status of the account. Accounts are either Enabled, Disabled, or Archived.

Enabled accounts have either all permissions (Admin) or are Restricted to select permissions.

Staff Accounts can be Disabled if you want to temporarily remove a Staff member's access, for example, if they are a seasonal worker.

-- Bookings

The Number of bookings processed by the Staff member. Click on this number to access a list of associated bookings within the Booking Index.

-- Last login

Displays the last date and time the Staff member logged into their account including the location from which they logged in.

-- Name

Displays the Staff member's First and Last Name followed by the Staff member's email address. Used for notifications and internal communications.

Click on the Staff member's Name to access the Edit Account panel with the Staff member's Profile and Permissions.

- Sorting user accounts

Sort Columns

Sort records by any of the columns within the Staff Account list (ascending or descending) by simply clicking on the Data Column header. By default, Staff accounts are listed in alphabetical order by nickname.

Importing Staff accounts

User Accounts Account Import

Access our Account Import feature by clicking on the Account Import option at the top-right of the page.

From there, you can Download our Template to help you prepare your data for upload. Choose the CSV file for upload and then Submit your file for validation and then import it!

Exporting Staff accounts

User Accounts Export Accounts

Start the export process from the icon at the top-right of the page.

Export Modal

The Export modal allows you to choose your preferences for the file exports.

- Save As

Specify the name of the export file. By default, the file name includes the name of the report, plus the applicable date range. You can edit the name of the file if needed by placing focus on the Save as field and entering the desired name.

- Format

Export report to MS Excel (XLSX), CSV (Comma-separated Value), PDF (Portable Document Format) or XML (eXtensible Markup Language).

- Save To

The report can be saved to your My Computer, Email, or Google Drive.

Emailed Exports are sent as links to the files securely hosted in Google Cloud Storage.

Learn more about exporting to Google Drive here:

Google Drive: Setup

- Columns

Choose to export Visible columns or All columns (if there are columns that you have chosen to hide in the online report view).

- Max Rows

Choose to limit the maximum number of rows to Export (Max Rows) or Export All Rows.

- Formatting

Use ISO Dates allows you to choose the format of dates within the Export.

When selected, you see the format YYYY-DD-MM, for example, 2020-06-09.
When not selected, you see the format as configured with the Date Format setting (Manage > Setup > Locale).

Editing columns

User Accounts Edit Columns

Access the Columns modal from the top-right of the Staff Account list to choose which user account information you would like to display.

Edit Columns Modal

By default, the Nickname, Status, Bookings, Last Login, and Name display. The Two Factor Enabled column always displays as this is a feature enabled by your Staff, that you want visibility into.

Email address and Phone number can be optionally displayed within the Staff Account list.

Configuring Staff account profile settings >

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