Setup a Username and Password for an Office Staff person
When you add an Office Staff person into the Office Staff Module the User Security screen will automatically open and HomeTrak Companion will automatically populate a User Name based on the Office Staff person's name entered on their profile.
For Example if the Office Staff person entered is David Zanders, then DZanders would be the default username for David. This will be the username David will use when logging in to HomeTrak Companion.
You can enter a different username if you wish, but it must be unique. Companion usernames are not case sensitive.
You can also edit existing usernames or add a new username to an existing office staff person in the Agency Office Module. You will find this under the Home tab of this module, Users and Passwords tool.
Username Setup
You will need to populate other information in the remainder of the User Security screen specific for this Office Staff Person you are adding.
| User Security | ||
|---|---|---|
| Field or Area | Description | |
1 | Username | The username for the Office Staff person. When you add an Office Staff person into the Office Staff module, HomeTrak Companion will automatically populate a username based on the Office Staff person's name entered on their profile. Usernames are not case sensitive. |
2 | Password | Type in the password that this Office Staff person will use when they are logging in to HomeTrak Companion. This field will be masked with asterisks so the password is not visible. The following characters are not permitted in user names or passwords for HTCompanion: ?, (, ), =, ', %, \, \\, &, #, @, " OR ", " or ", " AND " For example the password "left or right" would not be permitted as the string "or" with a space on either side is not permitted. |
3 | Retype Password | Retype the password entered into the Retype Password field to ensure accuracy. |
4 | Office Employee | The Office Staff person's name for this User Name and Password will be populated by default. If it does not, you will want to make sure to select the correct Office Staff person in the Office Employee field. Making the attached Office Staff person Inactive will cause this user to no longer be able to log in to the system. |
5 | Expiry Date | The Expiry Date field defaults to 99 years out from the system date when the username is created. You can set the expiry date either by selecting it from the calendar dropdown or by typing in. Normally you would leave the Expiry Date field as it is, since we do not know the date that the Office Staff person will no longer be a HomeTrak Companion user in the HomeTrak Office. This user will not be able to log in to the system if the expiration date of the username as passed. |
6 | View Date of Birth | Uncheck the View Date of Birth checkbox to prevent this user from being able to view birth dates for people. |
7 | View SSN | Uncheck the View SSN checkbox to prevent this user from being able to view Social Security Numbers. |
8 | Limit Edit To Managed By | The Limit To Managed By checkbox can be used to limit this user to only be allowed to make changes to people to which they are attached as a Manager. (This does not prevent them from seeing information.) |
9 | Send Emails Through | By Default the "Send Emails through" field will be set to SMTP, which is the normal method for sending emails through HomeTrak Companion (using the Email Server setup in Agency Office Module). If you wish to have emails sent by this Office Staff person to bypass the normal SMTP configuration for emailing and want HomeTrak Companion to hook into the local Microsoft Outlook mail client to send emails from this Office Staff person, then you can select the Outlook option. |
10 | Security Levels | Choose the Security Level appropriate for the Office Staff person to restrict their access to specific program areas and functions. Tools and modules that the user does not have permission to access with be disabled and grayed out. Users may have multiple Security Levels applied to their account; they will have access to all of the areas included in the combination of those levels. If you do not select a Security Level for the Office Staff person they will have unrestricted access to the system. HomeTrak Companion comes standard with several default security levels that provide full access to specific modules. In many cases this will suffice for your company and you will not have to add or edit any security levels. You can however add, edit or delete Security Levels to customize roles for your users. For example, if you wish to set up a role with read-only access to large areas of the program, you can add a new custom Security Level. |
11 | Hide Features | This section can be optionally used to completely hide certain features and related tools. This will remove those related tools and features entirely from the program interface. |
12 | Password Policy | Optionally select a password policy that will allow the enforcement of stronger passwords and/or automatic expiration of passwords to require users to change their password regularly. |
13 | Visual/Theme | Choose default visual display options such as color theme, font style and sizes. The user may change their visual options using options under the "Visual" dropdown menu on the Main Module ribbon at any time. |