How to Set Up User Accounts/Permissions - KBA

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Article ID: 4199

Subject: Setting up User Accounts/Permissions in Pro Gold XP 2.0

Last Modified: August 18, 2013

Applies to: Pro Gold XP 2.0

Issue: Access to certain areas of the system can be limited in Pro Gold XP. When a User ID is set up, a user can have access to the entire program, or certain parts. Once a user profile is setup, the user will login to Pro Gold XP with a username and password that will determine what parts of the program they can access.

Resolution: Below are the steps to setup security settings and create user accounts in Pro Gold XP.

• “Super” account

- Note: The “Super” login is the default master ID. By default, there is no password assigned to the “Super” account. A password should be assigned and given only to those users who should have unrestricted access to Pro Gold XP.

- Select the Setup Tab and click on the “Change Company Info” icon.

- Select the Security Tab.

- Verify that “Super” is listed in the “User Name” field.

- Click “Change Password”.

- Enter the desired password in the field.

- Click “Ok”.

• Create a New User Account

- Select the Setup Tab and click on the “Change Company Info” icon.

- Select the Security Tab.

- Click “New User”.

- Enter a name for the user profile in the “User Name” field.

• Note: It is recommended to use the position/billet name for the user name versus using a person’s name (Example: Front Desk). If there is a personnel change, the password can simply be reset.

- Click “Change Password” and enter the password that will be used for the user name.

- Use the “Area” drop down to select areas of Pro Gold XP that the user will be able to access.

• Note: If a user has access to more than one tab, then each tab must be selected and added to the user account.

• See below for important information on certain “Select Area” options.

- A new line will appear to select another area of access.

- Finish adding all of the areas for access to the user account.

• To remove an access area, click the red “x” next to the option.

- Click “Save User” to save the profile.

• “Select Area” Options

- Banking Tab

• When the Banking Tab is selected, a bank account must also be assigned.

• If the user is to be given access to multiple bank accounts, the Banking Tab must be added with each bank account. (IE: For 2 bank accounts, the Banking Tab would be added to the user account twice; one entry with each bank account assigned.)

- Property System Tab

• Full: Full access to the property tab, including property information, deduction, commission plan and agent setup, and commission processing.

° Note: If a user is not given access to the Setup Tab, they will have limited access to certain options in the Properties Tab- Work with Properties full access, Property Reports, Batch Marketing and Check List Calendar.

• Restricted: limited access to the Property tab- Work with Properties limited access (no commission details or commission tree access), Property Reports, Batch Marketing and Checklist Calendar.

• Read Only: limited access to the Property tab- Work with Properties Read-Only access (showings and marketing can be edited), Property Reports, Batch Marketing and Checklist Calendar.

- Setup Tab

• Full: full access to the Setup Tab.

• Restricted: access to all of the Setup Tab, except the ability to edit/view user accounts/permissions (Security).

References: Below is a link you can use to access Enhancement HelpNet Center resources, which includes the Knowledge Base Article (KBA) Library, Pro Gold XP Documentation, and Training Webcasts:

http://secured.progoldi2.com

• The Enhancement HelpNet links are located on the right side of the web page.

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Keywords: User access, ID Accounts, Security permissions, 4197