Setting Up Security in Shortcuts: A Step-by-Step Guide

. Assigning Employee PINs

Why it Matters:

• Unique PINs are required for employees to log in securely and access the system.

Steps to Assign PINs:

1. Navigate to the Employee Setup Screen:

   • Go to Setup > Employees.

   • Select an employee from the drop-down menu.

2. Set the PIN:

   • Click PIN at the bottom center.

   • Enter a 4-digit PIN.

3. Alternative Methods:

   • Appointment Box Screen: Select the employee, go to the bottom, and change the PIN.

   • Walk-In Manager: Select the employee at the top and modify the PIN.

Important Note: Repeat this process for all employees.

2. Configuring Security Levels and Access Permissions

Purpose:

• Assign employees to specific security levels to define their access rights.

Steps to Configure Levels:

1. Open Setup > Configuration > General > Security.

2. Review Levels and Access:

   • All employees must be assigned to a level. New employees are automatically added to Unassigned.

   • Drag and drop employees from Unassigned to the desired level.

Key Consideration: Employees left in Unassigned will not appear on the login screen.

3. Defining Access Permissions

Why it Matters:

• Control what employees can view and modify within Shortcuts.

Steps to Set Access Permissions:

1. Select a Level:

   • Highlight the level to modify permissions.

2. Configure Permissions:

   • Use the Access tab to define viewing and action permissions.

   • Viewing Access: Allows employees to see specific screens.

   • Action Access: Grants ability to make changes.

Example:

• Allow employees to view rosters but prevent them from editing schedules.

Key Notes:

• Ticking the top-level box grants full access.

• Unticking the box removes access, and specific permissions can be added individually.

4. Enabling Security Settings

Final Steps:

1. Confirm Full Access Assignments:

   • Identify employees (e.g., managers) with Full Access to configure security.

2. Enable Security:

   • Check the Security Enabled box.

3. Save and Exit:

   • Use a Full Access PIN to finalize changes.

   • Reopen Shortcuts to activate the new security settings.

Key Takeaways

• Always assign PINs to all employees for secure login.

• Move new employees from Unassigned to the correct security level.

• Customize permissions based on roles—view-only or action-enabled.

• Ensure at least one employee has Full Access for future security updates.