Users

Users can be created and managed centrally at head office, with access granted to head office only, head office and sites, selected sites, or all sites. Roles can be assigned for both front of house and back of house.

Users Topics

Adding Users
Editing Users
Terminating Users
Reinstating Users

Navigate to Staff & Security → Users

Adding Users

Follow these steps to add back of house users:

Click Add
Select the required Locations from the estate structure that the user will have access too
- Head Office - will only permit users to login at Aztec Head Office Level
- Companies - will allow users to login to any site within the company
- Area - will allow users to login to any site within the area
- Site(s) - will allow users to login to only the selected sites
In addition to Aztec login the selected sites will also define which sites are shown when running reports
Enter the following user details, First Name | Middle Initial (optional) | Last Name | Description (optional)
Select the User Position
Select the Role Type
- Front of House - will continue the setup for just front of house (point of sale terminal users only)
- Back of House - will continue the setup for just back of house
- Both - will continue the setup for both role types
In this example, Both is selected. As you continue through the step by step wizard, you will be prompted to enter information for both role types. If only one role type is selected, the wizard will display only the steps relevant to that role
Click Next
Select the required Back of House Roles

Depending on how roles are configured in your setup, a user can be assigned one or more roles
Click Next
Enter the back of house login details
- Username (update as required) - taken from the first name entered
- New Password
- Repeat Password
Passwords must following configured password policy, more information can be found by clicking 'Show password policy rules'

Zonal recommends always setting an initial password and then requiring the user to change / set their own password on login keeping the change password setting enabled

Passwords must following configured password policy, more information can be found by clicking 'Show password policy rules'

Zonal recommends always setting an initial password and then requiring the user to change / set their own password on login
Click Next
Select the required Front of House Roles
Click Next
Enter the front of house Username (this is displayed on point of sale terminals and printed materials)

Additionally on this step an ESL (Dallas Key / Card Swipe) could be assigned but typically this will be performed on site), if PIN numbers are being used as a login method these are defined on a per site basis, unless the estate setting to manage PINs at Head office is enabled in Base Data → Estate Structure → Estate Settings → Staff & Security
Click Finish
From the User Details screen the following updates can be made
- Change the Pay Scheme for assigned Back of House Roles
- Change the Default Terminal Role (if more than one back of house role was assigned)
- Change other settings across User Details (or other tabs included within the setup)
Click Save

Editing Users

All users across the entire estate can be viewed in Staff & Security at Head Office level, regardless of whether they were created at a site. Existing users assigned to a single site can also be granted access to additional sites as needed.

Users created at site will only display at Head Office when a successful 'Read' comms job has completed and any adjustments such as location access changes will require a 'Send' comms job to the selected sites to update

Follow these steps to edit users:

From the User List make a selection
- Select an existing user
- Enter a search filter
- Click Edit Filter | make a selection | click Save
  - Location Access
  - User Position
  - Role Assigned
  - User Type
  - Status
Update any User Details, Location Access or other settings as required
Click Save

Terminating Users

Back of House Users

Follow these steps to terminate a back of house user:

From the User List make a selection

For help in making a selection review the Editing Users section above
Click Terminate
Select Yes to confirm the termination
Select the required termination information
- Type
- Date
- Code
- Notes
Click Save

If the user had different location access (other than head office) a comms 'Send' job will be required to prevent the user from being able to login

Front of House Users

Users with a front of house role can be terminated centrally at Head Office but Zonal recommends that this activity where possible is carried out at site level. Onsite managers can confirm that the user has no active accounts and is clocked out.

Follow these steps to terminate a front of house user:

From the User List make a selection

For help in making a selection review the Editing Users section above
Click Terminate
Confirm the Terminate User option by selecting Yes

Only proceed if all site activities are completed
Select the required termination information
- Type
- Date
- Code
- Notes
Click Save

Reinstating Users

When a user has been terminated it is possible to reinstate them either to correct a mistake or where someone has returned to the business.

Follow these steps to reinstate a user:

Click Edit Filter
Select Employment Status Terminated | make a other selections as required | click Save
Click Reinstate User
Select the required reinstate information
- Reinstatement Date
- Reinstatement Code
- Notes
Click Next
Reconfirm the required Location Access
Click Next
Reconfirm User Details
Reconfirm Roles for both Back / Front of House (as they were previously set)
Enter any Login Details
Click Finish