Configuring Staff account profile settings

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Plan Availability: ✓ Soho | ✓ Pro | ✓ Plus | ✓ Enterprise  | ✓ Flex |
Locate: Manage > User Accounts > Staff Accounts > New Staff Account/Edit Account > Profile
Prerequisites:

• 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).

 

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
  
  

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A Staff Profile can be added via the New Staff button at the top-right of the Staff Accounts tab or edited by clicking on the Name of any Staff Account record within the Staff Accounts list.

 

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

 

The following information and settings apply and can be edited with Admin permissions.

 

- First Name

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

 

- Last Name

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

 

- Email

An email address for your Staff member is required. This is used as the login email, as well as for notifications and internal communications.

 

- Nickname

An abbreviated name for your Staff member is required. This should be a short, unique name used in reports and notes.

 

- Login Username

Login Username has been deprecated. Please use your email address to log in. 

 

- Requiring Two-Factor Authentication

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

The Staff member is then prompted to configure Two-factor Authentication when they next log 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 enabling Two-factor Authentication here: Introduction to two-factor login authentication Enabling two-factor authentication within User accounts

 

- Clearing Two-Factor Authentication

Select this option to reset authentication for the User.

- Set/Change Password

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

To maintain a high level of security in your account, the new password must contain...

• 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

 

- Mobile Phone

Enter the Staff member's Mobile Phone number here if you wish to use SMS notifications. Third-party Twilio integration is required for this.  

 

- Snapshot Email

A recurring email report with a summary of statistics and activity within Checkfront including...

• 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 only receives an email if there have been bookings in the last seven days.

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

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 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 email regarding important Checkfront service updates and announcements.

 

Learn more about Account Profiles from the Staff member perspective here: Managing your Admin, Staff or Partner account profile

 

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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 advise you to have your Staff change their own passwords using the Forgot Password? feature or through the change password option within their Account Profile. This 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, keeping in mind the above-listed requirements.
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 saves you from having to communicate the new password to the Staff member outside of the system, keeping the password private and secure.

 

Learn More about how Staff can reset their own passwords here: Resetting your forgotten password Managing your Admin, Staff or Partner account profile

 

Two-Factor Authentication can be reset for select User Accounts by an Admin. This 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). The Staff Accounts tab should be selected by default.
2. Find the User Account you need to update and click on the Nickname of the User to open the Edit Account side panel.
3. Click on the Clear Two-Factor Device Settings button.

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

 

Users can also clear Two-Factor Authentication from their own 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 Require Two-Factor Authentication within 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 Require Two-Factor Authentication.
7. Save the change. 

 

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

Archived accounts are found with the Staff Accounts list if you filter by the Archived status. From there, you can edit the account and Unarchive the Staff member.

 

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

 

 

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