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Clients &
Profits features a sophisticated user-based password
system to keep your database secure
The system tracks who’s using the database based on
user initials. Access privileges to different parts of
the system can be made available -- or disabled -- for
individual users. This ability lets you limit what users
can see, change, and print. There is virtually no limit
to the quantity of users in your user list.
Anyone who will ever use Clients & Profits, even just
once, must first be added as a user. Every user is
identified by his or her initials (or some other code;
it’s your choice) and a password. Every user has his
or her own password, which is unique. When a user starts
Clients & Profits, they will be prompted to enter
their initials and password; if the password is wrong
(they get three tries), they can’t open the C&P
database.
 Manager-level
users can add, edit, and delete regular users, plus they
can change the system’s default settings (e.g.,
Preferences, Report Options).
The Users file is different from Staff file. Users are
people who can access Clients & Profits, while Staff
members are the shop’s employees. They are usually
identical, since most employees typically use C&P.
Everyone who works for the company should be added as a
staff member, while only those people who will use
Clients & Profits should be added as
“users.” Staff members and Clients &
Profits users may have the same initials. Changing the
user’s name or initials doesn’t update the
staff information, and vice versa; if you change
information in one window, you should change the other as
well.
To see Clients & Profits users
1 Choose Setup > Users, Access &
Passwords.
To add a new user
Adding a new user is a two-part process: First,
you’ll enter the user’s initials and name;
then, you’ll give the user access privileges. Or,
you can add a new user by cloning the access privileges
of an existing user.
1 Choose Setup > Users, Access &
Passwords.
2 Click the add
button, or choose Edit > Add New User.
3 Enter the new user’s initials, full name,
and team, then click Save.
Once the new user is saved, you can give the user his or
her access privileges (see the following pages for a
detailed description of each option).
To clone an existing user
Access privileges from an existing user
can be copied to a new user using the “clone”
command. Cloning makes it easy to add several users that
do the same basic things, such as account executives.
1 Click once on the user you wish to clone, then
choose Edit > Clone User.
2 Enter the new user’s initials, name, and
department then click Save.
The new user’s record will be saved with the same
access privileges as the existing user. Later, you can
change the new user’s settings. Changing the new
user’s settings doesn’t affect the existing
user.
To edit a user’s name
1 Click once on a user, then click the
edit
button.
2 Make your changes, then click Save.
The changes take effect immediately.
To delete a user
1 Click once on a user to select it.
2 Click the delete
button, or choose Edit > Delete User.
Once a user is deleted, he or she won’t be able to
open the database with their initials. You can add the
user again anytime. Deleting a user doesn’t erase
the work he or she has done.
To print a user list
1 Click the print
button, or choose File > Print User List.
Setting automatic quit times
Clients & Profits can automatic quit itself at a
scheduled time each day to allow the database to be
backed up. The Automatic Quit Times window lists each
user and the time kicked out of C&P. Since backups
can’t be made if Clients & Profits is running,
the daily backup won’t work if someone forgets to
quit the program. The quit time is entered in hours and
minutes, anytime between 6 PM and midnight. Don’t
set the quit time in the morning (e.g., 1 AM), or else
you’ll quit automatically when the users start
working in the morn
1 Click the Quit
Times button or choose Edit > Set Automatic
Quit Times.
Learn more:
User Access
Privileges
User Budget
Alerts
Customizing My
Information Center
Updating User E-mail
Addresses
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