Learn how to manage system users in this step-by-step guide. This help guide will cover how to deactivate, add, and modify system users in Arts People.
Content
Instructions
Anytime a user is added, deleted, or modified, a primary or secondary user will need to make changes to the users within the system. For this example, one of your staff has left your organization. Because of this change, you are promoting a current staff member and hiring someone new.
Deactivate a System User
- To deactivate a user account select setup from the main menu on the left.
- Under the privileged section, select Administrators.
- Locate the user from the list and select the Edit user pencil icon.
- Deselect the active check box.
- Then select Save.
Note: You can not delete a user that has been active in the system, since their account is associated with historical records.
Add a System User
- To add a system user, select add user.
- Start by entering the login email, full name, title, and user type of the user.
Note: these are all required fields.
There are a variety of user types from which you may select.
| User Type | Description |
| Primary User | A Primary User has access to all screens, with the exception of the pricing screen. Pricing requires advanced training and typically your Account Specialist will set up pricing for you. If you prefer to handle your own pricing, your client services representative can train you on how to use our pricing system prior to giving you access to the pricing set up area. Additionally, only primary and secondary users can view invoices. Typically one or two members of your staff will be primary users. |
| Secondary Users | Secondary users have access to all screens aside from some options in the Privileged Setup section. This admin user type is intended for assistant managers. As mentioned before, this includes access to the client's Arts People invoices. |
| Box Office Users | Box office users have access to the box office screen, person and organization screens, credit card history, mailing lists, reports, and merges. |
| Limited Box Office Users | Limited Box Office Users have access to Box Office related screens only. They can't access the Database page, Accounting pages, Public Pages, Marketing, or any Setup pages. Only use this limited user type if you truly only want the user to sell tickets. |
| Graphics User | The Graphics User account is intended for web designers. This admin user type has access to the Public pages, as well as all graphics-related screens, such as Configure Appearance, Printable designs, and Calendar events. This also includes the Shows and Performances pages, so they can access show and performance specific links. Their access includes access to the Box Office and Database pages as well, so they can complete testing as needed during configuration. |
| Read Only User | The Read Only User type has limited access to the Accounting pages, the Database and Reports. Read Only users cannot make changes to a patron's records, sell tickets or make changes to any transaction. |
| Scan Only Users | Scan only users can only access the bar code scanning screen to scan tickets. When accessing the authorized organization's account, the Community Box Office user has access to the box office screen, door sales screen, seats available screen, orders on reserve, scan tickets and patron check in. |
- Choose to allow specific permissions for this user.
| Permissions | Description |
| Small scan page | This sets the barcode scanning screen to a small view for handheld devices. |
| Issue Comp | This allows the user to comp tickets in the box office. |
| Using holds | This allows the user to take two different actions. The user can place seats on hold for performances and sell Held seats in the box office. |
| Process exchanges | Process exchanges enable the user to process exchanges in the box office mode. |
| Override Orphaned Seat Protection | The override orphaned seat protection enables users to sell orphan seats. This leaves a space or a seat between parties if orphaned seated protection has been enabled. |
- When finished, select save.
Modify a System User
- To modify a system user, navigate to the user's name within the list. In the row, select the edit user pencil icon.
- Make changes as needed. When you are finished making changes, select Save.
Important Notes
Account sharing is a violation of the Arts People service agreement. Every admin user must have their own account. This policy protects your data and is both a requirement of using Arts People software and the PCI compliance credit card processing regulations. Unique logins also allow your organization to track transactions to individual users and deactivate admins who leave your organization
Our Policy regarding users contacting us for login information:
User security of your system is your responsibility. Make sure to deactivate users that leave your organization immediately. If a user forgets their login information, please have them reset their password, or contact another primary user of your system to lookup their information or reset their password. Our staff cannot give out login information for security reasons. Our staff is not authorized to give out login information or reset passwords on user accounts due to security reasons.
Recommended Related Articles
- Setup - Privileged - Client information screen
- Setup - Privileged - Global Settings
- Setup - Privileged - Delivery Methods
- Setup - Privileged - Prefix/Suffix Admin