Chapter 10: Staff and User Management in TourTools

When you set up TourTools Back Office for the first time (or need to add a new user at a later date) these are the procedures to follow for adding new staff members to the system.

Preview of Steps to Take:

1. Add the staff member to the Staff Module in TourTools.
2. On each user workstation, set the Username in the FileMaker Preferences panel to match the full name (FirstName LastName) of the staff member (configured in step 1) in the TourTools Staff Module.
3. Provide the user with a TourTools login appropriate to the level of access they should have to the system; these usernames and passwords can be saved to the keychain or credential manager on the workstation if your IT security policy allows it (this ability can be disabled by request).
   

Step 1
Add the Staff Member to TourTools

Step 2
Set the FileMaker Username

Step 3
Provide/Save the TourTools Login

TourTools has 5 accounts, by default, for accessing the system (credentials provided at time of purchase):

1. Owner: Allows the highest level of access to the system short of “full access” privileges, which are reserved for TourTools developers only – the Owner login has access to all system settings, data, and reports.
2. Manager: Allows access to value lists, layouts, exporting of records, deletion of records and data warning overrides; has access to limited financial information.
3. Ops: Can do all that the Res login can do but can also create TM, Package, and Operations records; access is denied to spreadsheets after pricing.
4. Res: Can create and edit, but cannot delete or cancel, Client or Booking records; cannot create TM, Package, or Operations records).
5. Help: Can basically browse records – cannot create or edit; can run some reports including brochure requests/labels; can run Receipts, Confirmations, and Invoices; Most data, including financial information, is restricted/protected.

Here is a document that provides greater detail on the level of access each of the above accounts has to the system; these usernames and passwords can be saved to the keychain or credential manager on the workstation by default; this ability can be disabled by request if your IT security policy mandates it.