Add New Staff Member to the Back-Office

You just hired new staff, how do you get them into the system to get started? There are a few places you will want to update depending on what you may want them to be able to do!

New User Accounts and Licensing

All users need to have their own user account in the AssociationAnywhere & Certelligence platforms. ACGI agrees to provide you with licenses for all the needed users within your system. If you have enough available licenses, you can go ahead and create the new account now. If you don’t have enough licenses, you may want to do a review of who is using the system and inactivate any users who no longer need access. If you find you still need more licenses, contact your ACGI Technical Project Manager.

For a new staff member, you will need to create a new username and give privileges to the account so that he/she can access all the functions that you expect that person to use. Before you set up the new account, it can be useful to search through the list of existing users to verify that your new user doesn’t already exist in your system. This is also a good time to do some cleanup and remove any users that are no longer needed.

To do this, open “Main Menu” > “Admin” > “System” > “Manager Users” > “User Accounts” and review the list of existing users.

If your new user doesn’t already exist, you will need to create the new account. Click the Plus (+) icon at the top right side of the page to add a new User Account. A modal window will open with fields for you to enter.

Enter the User’s First Name.
Enter the User’s Last Name.
Enter the User’s Email address.
Enter the User’s Phone Number.
Select a User ID to be used for your new staff member. Usually this will be constructed with the first letter of the first name and the entire last name.
- Example: FLASTNAME, where F is the First letter of the first name and LASTNAME is the entire last name.
- If the FLASTNAME for your user already exists and it is not your new person, you can add a number to the end, such as FLASTNAME2.
Set a Password for the user.
Repeat the Password in the “Confirm Password” field.
Select the appropriate Role group for privileges.
Select “Add” to finish creating your new user.

If you are uncertain which role to assign, select “ADD” to create the new user account and then review other staff user role assignments. Once you know what Role(s) to use, go back into the user account by clicking on the pencil icon at the far right of the user’s line item. Edit the users “ROLE” and click “UPDATE”.

Available Privileges

Batch Controls

If the staff user creates orders or makes payments in the system, he or she will need batch controls. It’s a good idea to configure the batch controls in the same way as other users who perform similar activities. It makes sense to consider what functions or activities the new staff user might need to access prior to setting the appropriate batch controls.

To add batch controls for a new user, go to the administration section and Add Batch Controls here:

Set an Appropriate Batch Group

To do this, open “Main Menu” > “Admin” > “Accounting” > “Batch Controls”> “Batch Groups”

Select Batch Groups to review the existing Batch Groups.
- Some organizations use separate groups by individual user and others use a single group for a department or the entire staff. Make sure you have a group that will be appropriate for your new user.

If your user needs his or her own Order Batch Selector, you will want to give the user his or her own unique Batch Group.

If you need to add a group for your user, you will select “Add Record”. This will create a new row in the grid.

Add the “Group ID”, set the GROUP ID = Username. This should be a CODE value – all caps, no spaces, no special characters.
Set a description in the “Descr” entry field. The Descr should be the full name of the user and can be alphanumeric.
Set the “Order”, “Default Cash”, “Default Credit Card” and “Default ACH Batch Masks” to values similar to or the same as existing users who have similar job requirements.
Click “Save Changes” at the top of the grid.

Map your user to the Batch Group

To do this, open “Main Menu” > “Admin” > “Accounting” > “Batch Controls” > “Map Users to Group”

Select “Add Record”. This will create a new row in the grid.

Select the “User ID” as your new user from the list of configured users.
Select the “Group ID” as the Group ID you created in the Batch Groups listing.
Click “Save Changes” at the top of the grid.
Continue to add additional records for all the Product Areas that the user will need access.

Processing Credit Cards

To do this, open “Main Menu” > “Admin” > “Accounting” > “Credit Card Administration” > “User Privileges”

Any users who will need to process credit cards in the back office will need privileges to do so. Again, it’s a good idea to look at other staff members who perform similar job functions to make sure that the user has the appropriate rights to do so. If you don’t know which options to set, ask your ACGI Technical Project Manager.

To add the appropriate records, use the following steps:

Select “Add Record”. This will create a new row in the grid.
Enter the “User Id” as the Username of your new user.
Set “Ppi Privilege” with one of the functions he or she will need to do with credit cards.
Select “Save Change”
Continue to add all the credit card privileges needed for your new user.

Setting up the Order Batch Selector

To do this, open “Main Menu” > “Admin” > “System” > “Manager Users” > “User Accounts” > “Manage User Preferences.”

Users who will be creating orders may need to have the batch order selector so that they can put orders into a specific batch. The Order Batch Selector is located on the upper right-hand side of the screen and is set up on a case-by-case basis.