Configuring Staff account profile settings

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:

Adding or editing a Staff profile

Staff Profile

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.

- Disabling or enabling the account

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.

- Adding or editing Profile information

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.

How do I change a Staff Member's Email?

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

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

-- Nickname

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

-- Login Username

-- 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:
- Lower case letters (a-z)
- Upper case letters (A-Z)
- Numbers (0-9)
- Special characters (e.g. !@3$%^&*)

Passwords must NOT contain empty spaces

How do I change a Staff Member's password?

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:

In the Staff profile, select the Change Password button.
In the New Password field that appears, enter a new password, keeping in mind the above-listed requirements.
Select Save when finished.

How do I have Staff reset their own passwords?

You can suggest that Staff that they 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:

-- Requiring Two-Factor Authentication

Enable this setting, if you need the account in focus to utilize 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:

-- Clearing Two-Factor Authentication

How do I clear Two-Factor Authentication for a User account?

Two-Factor Authentication can be reset for select User Accounts by an Admin. This is helpful if Staff member loses their authentication device or wants to change authentication methods or applications.

Go to User Accounts (Manage > User Accounts). The Staff Accounts tab should be selected by default.
Find the User Account you need to update and click on the Nickname of the User to open the Edit Account side panel.
Click on the Clear Two-Factor 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

-- 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

Archiving Staff accounts

Archive Account

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 can be 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, if need be.

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

< Introduction to Staff accounts | Managing Staff account permissions >

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