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Access Tab

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Simply adding the new employee name does not provide the security you require for the information you maintain in Theatre Manager. A Master User or Outlet Administrator must indicate which type of access a new employee will be granted. There are five primary choices:

  • No Access
  • Master User - which should only be used for creating users and outlet administrators
  • Outlet Administrator - for sites using multiple outlets
  • Normal - the vast majority of users
  • API Access Only - means the person cannot log into Theatre Manager and can only access data programmatically.
Venues who have purchased the Outlet Edition of Theatre Manager must have their Outlet Administrator perform employee setup functions. The Master User for the Outlet should only be used to create the Outlet Administrator Employees.

Parts of the Access Tab

Access Id The logon name for the employee when the default logon window is set to Access ID/Password. Refer to the PCI Security Tab of System Preferences for more information. It is also used to identify users logged in to the postgres database for logging, etc.
Hired Date the employee was hired. The calendar lookup button can be used to select the date.

A future date in this field means that the employee will gain access in the future, but not now. This could be used for setting start dates for interns.

Resigned Date the employee left the organization. The calendar lookup button can be used to select the date.

Generally, this date is blank. It can be in the future if you are creating an employee with temporary access and the resigned date is when they are leaving.

If an employee makes too many mistakes entering their password and gets locked out, this field will automatically be set by Theatre manager to prevent access. To reinstate an employee's access, a Master User or Outlet Administrator needs to:

  • Clear the date resigned -and-
  • Reset their password
Logon Level Indicates the general user level of the employee
  • No Access An employee with no access cannot use any aspect of Theatre Manager. Their user name will not appear on the login window, it will however appear on any employee list report unless specifically excluded. A user may be given no access because they have resigned, or the company wants a database of their employee's even if some employees never use Theatre Manager.
  • Master User This employee can access any part of Theatre Manager. They are denoted by a bullet beside the user name in the login window. The Master User has unrestricted access to all modules of Theatre Manager, including the ability to change the access levels of other employees and themselves.
  • Outlet Administrator Administrative access over an outlet. They are denoted by a percent symbol beside the user name in the login window. Outlet administrators have access to all modules of an outlet excluding system settings.
  • Normal User Access to windows and functions can be restricted in various parts of Theatre Manager. These restrictions are set in the: A Normal User is not able to alter their own access levels.
  • API Access Only This level is explicit in that is only allows access to data in the database via the Data and Functions Tabs. The Normal User is not able to alter their own access levels.
REST API Click to enable access to the REST API. This is a feature which allows access to the raw data in the database using a URL - and is typically used for web developers or for data analysis tools.
Groups Select the functional groups that this employee belongs to. These are used to determine which records the employee can have access to. For exmaple, if somebody has both Marketing and Box Office checked, then they can access any record that is marked accessible by either Marketing or by Box Office.

If somebody has access to 'all' areas then make sure they are all selected. These functional security access groups are set up in code tables.

Attempts The number of times the employee has tried to login with the incorrect password since the last logon.