Booking Pro allows you to secure your system so that only the users you specify have access. You can also restrict the users of your system to certain areas of the program to make your information is even more secure. This is achieved using the Security form which is displayed using the Security option on the Tools menu. This displays the form show below.
The Security form is used to do the following:
Adding a User
Users are added as follows:
1. Press the Add button to display the User Properties form shown below:
2. Complete the form as follows:
- User Name: Type the name you wish this User to sign on with
- Change Password: Press this button and enter the password you wish this User to use
- Permissions: Use the list to change the access permissions to "allow" or "deny" the User access to various parts of Booking Pro. For example, to grant a User read-only access to accounting functions, select Accounts and check the Deny box alongside the Modify permission.
- Allow direct access using external programs (eg. Microsoft Excel): Check this option to allow this User to access the database using external programs (e.g. using the Import External Data option on Microsoft Excel's Data menu).
3. Press the OK button and confirm that you wish to save the changes.
Changing Users
To change the permissions for a User open the Security form, select the User in the list and press the Modify button. This displays the User Properties form and is used in the same way as when adding a user.
Deleting a User
To delete a User open the Security form, select the User in the list and press the Delete button. Finally confirm that you want to delete the User. You should note that you cannot delete the Administrator user or the User you are currently signed on with.
Can I be more specific about what a User can access?
You can be more selective by, for example, giving a User Read and Modify permissions to Accounts but then specifically restricting their access to particular features such as Generate Invoices within Accounts. To achieve this open the User Properties form and click the Add button. This displays a list of features from which you should select the Generate Invoices feature and press the OK button. Finally check the Deny box alongside Execute to prevent the User from using Generate Invoices.
How do Users connect to the database using external programs?
Connecting to the database from another program will depend largely on the program being used and you should consult the documentation for that program to find out exactly how. Instructions for connecting using Microsoft Excel 2003 can be found here.
Why is it that when I check the "Allow direct access..." option I get a warning message indicating that it might not work?
This option is designed to work with the database service installed from the installation CD which creates an instance of the database service on the server called "bprsolutions". You will get this message if your service doesn't appear to be installed using the installation CD. The reason why it might not work is that Booking Pro may not have the necessary permissions to configure the security correctly. If you get this warning message and find that you cannot connect to the database you will need to approach your database administrator.