SYS: User Security

Enter a unique name to identify the User Security record.
Type the User Name in this field. If you type an existing User Name the system prompts you for a unique name or directs you to use the Lookup to locate an existing record.

For more information, see Adding WinTeam User.

Use the Login Settings field to assign logon information and password rules. Type or select the Login Settings. To add a new Login Setting, double-click in the Login Settings field, or type a new description and press Enter. The Login Settings add/edit list displays.

Use the Password field to enter a unique password for the User Security record.

Use the Verify Password field to re-enter the password.

Enter an Employee Number associated with the User Name. Type the Employee Number in this field, or use the Lookup to locate the Employee Number. If you enter a specific Employee number, eHub will open automatically using that Employee's log in information when the eHub button is selected in the toolbar.

If a User's account is locked out due to invalid login attempts, then this field is set to the current server time plus 3 minutes and the label will display in a bold red.

If the account was locked out while the administrator had the user record loaded on this screen, the administrator will need to hit refresh (escape) to reload the record. Once the Locked Thru Date is less than the current server date and time, then the label will return to normal.

Use the Notes field to enter any notes about this User's security settings. If you enter more than one line of information, the system automatically wraps the line of information for you. To start a new line or paragraph, press Ctrl + Enter.

Select the Groups to which the User has access. Click the Detail button to display the Security Groups screen.

Group Filters

Group Filters are not available if the Only Allow Users to be Assigned Roles check box is selected in SYS: Defaults.

The Group Filters are used to limit the Groups displayed in the Groups grid.

Custom

Use the Custom Group Filter to display Custom Groups. These are Groups that were created by you (your company).

The Custom Groups include "Role" groups.

System Report Groups

Use the System Report Groups to display all reports in all modules.

All Other Groups

Use the All Other Groups to filter for all groups in WinTeam, excluding Custom Groups, System Report Groups, and Roles.

Roles

Use the Roles filter to list only Security Groups considered "Roles" (Group is considered a Role check box is selected on the Security Groups screen).

For more information see Security Groups and Using Role Security.

The Pay Security levels are used to set up security privileges for each user of WinTeam who has access to the Payroll and Insurance Benefits module. If a user is not set up with Pay Security levels, WinTeam does not allow access to any information in the Employee Master File. In addition, the user will have very little access to information in other areas of Payroll. On the other hand, if a user is set up with Pay Security levels, WinTeam limits the information the user can add, change, or view within the Employee Master File record and other areas of Payroll based on the level assigned.

The security levels assigned to each employee in the Security Levels screen determine the employee information a particular User Name is allowed to see or modify. Security levels range from 0 to 9. WinTeam considers the security level of 0 as the lowest level, which is normally assigned to hourly employees. A security level of 9, which is the highest level, is normally assigned to the President/Owner or to the Payroll Supervisor of your company.

You will need to enter the appropriate level of security (from 0 to 9) for each Read and Write field (Basic, Pay Rates, Pay Comps, Pay Deducts, Pay Garns, Paychecks, HR Benefits, PS Pay Rates, and HR Trackers) for the selected User Name. WinTeam requires a level in the Read field equal to or greater than the level in the Write field. In addition, the level entered in all Read and Write fields must be LESS than or equal to the levels in the Basic Read and Write fields.

Basic - Read and Write

The Basic Read and Write security levels control the Employee Master File screen and a majority of the screens found within the Employee Master File. Basic Security also applies to some Human Resources and Insurance Benefits screens. This means you would not be able to see the employee records on the screen or report unless your Basic Security Read was equal or greater than the employee’s Security level. Although if the employee is not in your Company and Location security, then you would not be able to see them regardless. Therefore, the following screens fall in the area of Basic:

Human Resources Menu

• Benefits By Employee
• Compliance Tracker By Employee
• Employee Master File
• Equipment Tracker

Insurance Benefits

• INS: Deduction Sync
• INS: Package Validation

Payroll Menu

• Employee Master File
• Employee Pay Rate Creator
• Pay Comp/Ded Creator
• Direct Deposit Information
• Hours Summary
• Other Information
• Permanent Timecards
• Status Information
• Tax Information
• Tier Descriptions (Job Master File) - Employee Number
• PAY: Titles/Occupational Groups

Reports

• Benefit Hours Report
• Benefit Insurance/Other Analysis
• Benefit Insurance/Other Report
• Compliance Status Report
• EEO/Vets Report
• Eligibility Status Report
• Employee Absence Report
• Employee Master File Report

In addition, a User must have Basic Write security in order to change or set up an employee’s eHub settings.

For each User Name that is set up, WinTeam compares the security levels entered in the Basic Read and Write fields to the Security Level field found in the Employee Master File for all employees. WinTeam allows the user to view and modify information for any employee that has a security level less than or equal to the security levels entered for this user.

Example:  Assume a timekeeper has a Basic Read level of 4 and a Basic Write level of 2. The timekeeper has access to view all of the employees with a security level from 1 to 4, but can only change information for those employees with a security level of 1 or 2. If the timekeeper selects a record that relates to a level 3 employee, the timekeeper is able to view this record, but cannot make any changes to it, because the fields are locked by the system.

Reports secured by User's Pay Rate Security (Pay Rate Read)

The following reports are based on User’s Pay Rate Read Security and therefore, you cannot see all employees on these reports even though they are in your Company and Location security. It is important that proper security is given to protect this information.

• 401k Report
• 941 Report
• Payroll Check Register
• Employee W2 report
• Hours By Employee
• Hours Budget Comparison Report
• NACHA Bank Transmission
• Other Compensations and Deductions Report
• Pay Check Warning Report
• Pay Info History Report
• Pay Check History Report
• Wages by Job report
• HR Reports
• Employee Equipment Agreement
• Employee Master File Report
• Employee Termination Report
• Equipment Escrow Report
• Equipment Tracker Report
• License/Expiration Report

Important:  The Timekeeping Report is unique; if an employee has hours, they are included in the report, but if the security level for Pay Rate Read is less than the security level of the employee, the Pay Rate is not included in the report.

If you want to reduce or downgrade a user's security, you will need to create a Custom Security Group that removes Features, since, by default, the user who has access to the Employee Master File also has access to many Features.

For more information see Creating a Custom Security Group.

Pay Rates - Read and Write

The Pay Rates Read and Write security levels control the Pay Information tab found in the Employee Master File. The security levels assigned here also affect whether this user can view or change the Pay Information: Use This Rate field found in the Timekeeping screens in Payroll and in the Schedule Detail for a Cell screen in Personnel Scheduling.

A user without rights to see an employee's pay rate (due to their Pay Rate Read Security) cannot see the Pay Rate Used for Billing.

Billing information displays once the PS Wizard has been run. The label and the rate will both be hidden if the User does not have permission to see the employee’s pay rate.

For each User Name set up, the system compares the security levels entered in the Pay Rates Read and Write fields to the Security Level field found in the Employee Master File for all employees. The system allows the user to view and modify information for any employee that has a security level less than or equal to the security levels entered for this user.

Pay Comps - Read and Write

The Pay Comps Read and Write security levels control the Other Compensations and Deductions screens that are accessed from the PAY: Employee Master File.

For each User Name set up,WinTeam compares the security levels entered in the Pay Comps Read and Write fields to the Security Level field found in the Employee Master File for all employees.

If your Read security level for Pay Compensations is equal to or greater than the employee's security level, you will have rights to see the Compensations, and you will have access to see the History.

If your Write security level for Pay Compensations is equal to or greater than the employee's security level, you will be able to add new records to the grid or change existing records.

If you have Read access to either the Deductions or Compensations section, but not the other, you will only see the tab you have rights for.

If you do not have Read access to either the Comps or Deducts, you will not be able to access these screens and you will receive a message stating so.

Pay Deducts - Read and Write

The Pay Deducts Read and Write security levels control the Other Compensations and Deductions screens that are accessed from the PAY: Employee Master File.

For each User Name set up, the system compares the security levels entered in the Pay Deducts Read and Write fields to the Security Level field found in the Employee Master File for all employees.

If your Read security level for Pay Deductions is equal to or greater than the employee's security level, you will have rights to see the Deductions, and you will have access to see the History.

If your Write security level for Pay Deductions is equal to or greater than the employee's security level, you will be able to add new records to the grid or change existing records.

If you have Read access to either the Deductions or Compensations section, but not the other, you will only see the tab you have rights for.

If you do not have Read access to either the Comps or Deducts, you will not be able to access these screens and you will receive this message:

Pay Garns

The Pay Garnishments Read and Write security levels control the Employee Other Compensations and Deductions screen.

Pay Checks - Read and Write

The Pay Checks Read and Write security levels control these screens found in the Employee Master File:

• Check History
• W-2 Summary
• Employee Other Compensations and Deductions (History tab) details

The Pay Checks security levels also have a direct effect on the Check Processing Wizard. When a user creates a new check batch, only those employees with a security level less than or equal to the user’s Write security level are available for selection. In addition, the Payroll Check History report uses the Write security level for determining employee information available to the user.

ADP Users

When creating the periodic or quarterly tax files, it is the user’s Paycheck Write security level that determines the Employee check records contained in those files.

For each User Name set up, the system compares the security levels entered in the Pay Checks Read and Write fields to the Security Level field found in the Employee Master File for all employees. The system allows the user to view and modify information for any employee that has a security level less than or equal to the security levels entered for this user.

HR Benefits - Read and Write

The HR Benefits Read and Write security levels control the Benefits by Employee, INS: Deduction Sync, and INS: Package Validation screens.

PS Pay Rates - Read and Write

Use the PS Pay Rates Write field to enter the appropriate level of security (from 1 to 9) for the selected User Name.

The system requires the level in the Read field equal to or greater than the level in Write field.

In addition, the level in the PS Pay Rates Read field defaults from the Pay Rates Read field.

If a User has a PS Pay Rate Read Security Level of 0 (zero), Hourly Pay Information cannot be accessed from the Shift Details panel. Salary Pay Information can be accessed and is available for editing. Editing Salary Pay Information with a rate other than $0.00 only effects billing if Tier Billing is used.

HR Trackers - Read and Write

The HR Trackers control the Absence Tracker, Compliance Tracker, Equipment Tracker, and Time Off Planner.

Enter the appropriate level of security for HR Trackers.

Bill Rates - Read and Write

Use the Bill Rates Read and Write fields to enable the ability to read and write Bill Rates on the Schedule Detail for a Cell screen for the selected User Name.

Can Insert Shifts On Scheduling Screen

Select this check box to allow the user to insert a shift on the Schedules screen. If you clear this option, the system does allow the user to insert a shift on the Schedules screen.

Can Select from List, Invoice Description and Bill Category on Scheduling Screen

Select this check box to allow User to select from list on Detail Cell Information screen for Invoice Description, Bill Category (and Reset functionality), and Non Billable item.

This option is selected by default for new Users.

Can Change Additional Tier Description on Scheduling Screen

Select this check box to grant a User permission to edit the Personnel Schedules, Detail Cell, Additional Tier Description field.

Changing the Additional Tier Description includes adding, changing or deleting characters directly in the Additionall Tier Description field. (For example: Changing "Regular Officer" to "Regular Security Guard" by deleting the word "Officer" and adding the words "Security Guard.")

However a user can select a different Addl Tier Description from the list, whether or not the Can Change Addl Tier Description has been selected.

Can Change Invoice Description Text On Scheduling Screen

Select this check box to allow the user to change the Invoice Description field on the Schedule Detail for A Cell screen. If you clear this option, the system does not allow the user to change the Invoice Description field on the Schedule Detail for a Cell screen.

Changing the Invoice Description includes adding, changing or deleting characters directly in the Invoice Description field. (For example: Changing "Regular Officer" to "Regular Security Guard" by deleting the word "Officer" and adding the words "Security Guard.")

However a user can select a different Invoice Description from the list, whether or not the Can Change Invoice Description on Scheduling Screen option has been selected.

Can Change the Master Schedule

Select this check box to allow the user to change the Master Schedule.

Allow Post Requirement Overrides

Select this check box to allow Post Requirements to be overwritten in the Post Set Up screen.

Can Bypass Compliance Requirements

Select this check box to allow Compliance Requirements to be bypassed when scheduling a shift.

Can Schedule Overlapping Shifts

Select this check box to allow the scheduling of Overlapping Shifts on the Schedules screen.

Can Schedule Overtime

Select this check box to allow the scheduling of Overtime hours.

Can Exceed Post Pay Rate

Select this check box to allow the scheduling of Employees who exceed the Post Pay Rate of a Post on the Schedules screen.

Can Offer Position

Select this check box to allow offering positions from the Search for Eligible Employees screen.

Please be aware of the five-minute buffer. Once the Begin Lock time is reached, logged in Users have five minutes from that point before the system automatically logs them out.

Example:  For example, the Begin Lock time is set for 2200. Joe does not have SYS ALL and tries to log in at 2200. He is locked out. Mary does not have SYS ALL and has been in the system since 1900. At 2200 a message displays stating she has 5 minutes to log out. At 2205 her session of WinTeam ends. At 2205 all Users are out of WinTeam, except those with SYS ALL rights.

Special Rules

• Times cannot cross midnight.
• The hours must be between 0 and 23.
• The minutes must be between 0 and 59.

If a User is currently logged in when the Lock Out time is reached, they will have 5 minutes to save all data and close WinTeam after the initial warning. Similarly, the system will not allow a User to log in during a time that has been specified as a Lock Out time. If there are no Lock Out times entered for a User, then WinTeam will function as normal. A User with SYS ALL rights has unrestrained access and Lock Out time do not matter.

Select All or specific Locations to which this User has access.

Select All or specific Companies to which this User has access.