To add or modify users, go to Maintenance > Studio > Users. You can add new users in the first row of the grid or by clicking New in the Editing group of the ribbon. You can also Delete a user or rearrange the order of the list. Note: The order of this list will determine the order the users appear on the calendar. Quickly view and edit some of the most used settings right in the grid. For more options, double-click a user to open their complete record.
Use the Maintenance Lists tab of the ribbon to set up your User Titles and Departure Reasons. You will choose titles and departure reasons on the Employment tab when you are creating or modifying a specific user.
User Maintenance
When you create or modify a user, the User Maintenance Detail window will appear.
User Maintenance Detail
The User Maintenance Detail window contains a list of tabs (or pages) on the left side. The first seven pages contain information that is used to set up the user's account and store employment information. Please note: These pages contain sensitive information that should be protected from unauthorized access! The last four pages contain the same settings the user can access from Maintenance > Preferences > User Preferences. This gives the manager the ability to quickly set up the User Preferences at the same time they are creating the user's account.
User Profile - Enter general user information such as name, display name, email address, date of birth, and gender. You may also choose to select a photo for the user.
User Lists - Select one or more user lists for this user. Selections made here will determine which drop-down lists this user will appear in throughout Spectra. For example, if "Photographer" is not selected, this user will not be appear as a selection on any of the photographer lists.
Options - Check this option to enable a calendar for the user.
Earns Commission As - Select the appropriate commission settings for the user.
Logon Information - The user's logon initials will be used to log in to Spectra, along with their password.
Security Group - Select the appropriate security group for the user. This will define the user's ability to access various parts of Spectra. Define your security groups in Maintenance > Studio > Security Groups. Note: Selecting "None" will enable a Security tab where security settings can be selected for the individual user. See the following section for details.
Inactive - Make a user inactive to remove them from reports and drop-down lists throughout Spectra.
Must Reset Password - Check this option to require the user to reset their password the next time they log in to Spectra.
Unlock Account - Spectra will automatically lock out a user after a certain number of unsuccessful login attempts. Click this button to unlock the user's Spectra account.
The Security tab will only be enabled when "None" is selected for the Security Group on the Account tab. Use this tab to set up a unique set of security permissions for an individual user who is not part of a security group. Individual security is optional and we recommend using Security Groups as much as possible.
User Maintenance - Security Tab
Use this page to maintain a variety of employment information such as:
Contact Information
Title
Status
Position Type
Emergency Contact
Hire, Review, and Departure Information
Note: To set up your title and departure reason choices, go to the Maintenance Lists tab back in the User maintenance window. From there you will access the User Titles and Departure Reasons maintenance lists.
Use this page to maintain which departments the user is part of, based on the type of work they do. Tasks, emails, and other items in Spectra may be assigned to departments and/or individual users for completion. The left panel contains a list of departments that the user is NOT part of and the right panel shows the department(s) currently selected for the user. Use the arrow buttons to move departments back and forth between the two columns. Go to Maintenance > Studio > Departments to create and maintain your list of departments.
Compensation Information - Enter the employee's social security number, pay type (hourly or salary), and hourly rate or salary.
Direct Deposit Information - Enter the appropriate bank information for direct deposit.
Use the fields on this page to store additional employment information that may apply to your business. There are three custom text fields and two date fields available. You can define the labels for these fields in Maintenance > Studio > Custom Labels.
Click the orange plus (+) to add a note to this user's employment record. Added notes will automatically be stamped with the date and time as well as the user who is entering the note. Please note: Once entered, notes may NOT be modified or deleted!
The four pages in User Preferences are used to set up various defaults for how Spectra looks and functions for an individual user. The user will set up and maintain these preferences in Maintenance > Preferences > User Preferences. For convenience, the user preferences settings are also provided here, giving the studio manager access to these individual user settings without requiring them to log in as the user. The manager may want to set up some of these preferences at the same time they are creating the user's account.