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05.07. MANAGE USERS

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User Setup and Security

After logging in, the top right corner of GramTracker will say “Welcome,“ and your Username. As you use the system, username is tied to any action performed within the system.



Essentially; if you make sales, inventory adjustments, add, or make changes to patients, all of these changes will be recorded showing both the User who made the change, and the time of the change. For this reason, it is vital that you create a Username for each of your employees that will be working in the system.

While a Username and Password can potentially be shared by one or more people, it isn’t very clear who is making changes. So the first thing we’ll start off with is creating a new Username and password unique to you.

For user maintenance, the menu we need to access can be found by navigating to:
Admin > Manage Users

 


Clicking on the menu item will take you to the task for that item. In this case, our Manage Users page.

At the bottom of this page, you can see a list of the existing data in your system, in this case, the pre-created user we used to log in.

In the middle, you are provided with controls to filter through your existing data, and narrow down potentially large lists to see only the data in which you’re interested.
Finally, at the top, we can see a small link that allows us to add data to the system, in this case, a new user.

This is a fairly typical setup within the GramTracker system, and you’ll see this page formatting on most data pages for things like Inventory, Purchase Orders, or even Patients.

05.07.01. ADD USER

Clicking the Add User link will prompt you to enter data about the new user you’re creating.

05.07.01.A. Account Information

Username: This is the username that the user will need to log into the system. This is also the name that will be tied to any transactions or changes they make within the system. While this can technically be anything, since it is used for accountability for that person it is recommended that you use a naming convention that is consistent among all users, and is easy to tie to a person. This name will also need to be typed on a regular basis, so including spaces or hyphens, while allowed, is not recommended. Capitalization does not matter.
Common and recommended Username conventions are:

  • First name followed by last initial. Ex: NelsB
  • First initial followed by last name. Ex: NBenson
  • First, middle, and last initials. Ex: NJB


E-mail address: This is the email address that will receive a communication if a user needs to rest their password. For this reason, use an email address accessible only to the individual user.


Password: This is the password for this user. The system will rate your password, and tell you how secure that password is. Generally speaking, a “medium” password is acceptable, however, you should create the most secure passwords possible.

Typically, if you are creating users for your employees, you will use a “dummy” password here, something like “test123”. Then, allow the user to log in, and change the password to something only they know.

Confirm Password:  To verify that your password does not contain any mistakes, you are required to re-type it into this field.

Notify User of new account:  If checked, this selection will send an email to the previously specified address with the username and password, as well as a link to the system. Clicking the link in the email will require the user to change their password immediately upon login.

Status: Active / Inactive.  This is perhaps the most important item on the entire page. By default, if a user successfully types in their username and password, they will be logged into the system.
As a web based system this can be very helpful if you want to be able to log in and view or make changes to the system at home. However, if you were to terminate an employee, you would not want to allow them access to the system.

Inactivating a user will prevent that user from activating the system. It is therefore recommended that if you terminate an employee, one of the first steps you should take in the process would be to inactivate that user.
Note: Login Limits can prevent some types of user from logging in from unauthorized computers.

Owner: Checkbox; By marking this option, you are giving this user permissions to wipe the entire site if in case that is needed.  We highly suggest this option be given only to the owners of the company.


Roles in GramTracker and GrowTracker determine what permissions a user has within the system, and help you limit a person’s ability to make mistakes or prevent them from accessing secure data.

Roles are “packs” of permissions that allow a user to do a set amount of things within the system. For this article, we’ll cover the most basic uses for each role.

For a detailed list of all the roles in MJ Freeway and their permissions, click here.

GramTracker Roles

Front Desk: Can add patients, check patients in, and see current products.

Budtender: Can add patients, check patients in, make sales, see in progress sales and return to them, and see current products.

Store Manager:  Has all the permissions of Budtender, can also adjust inventory levels, product prices, make coupons, apply discounts, and adjust cash registers. Can view Closing and Inventory Reconciliation reports.

Store Administrator: This role has full permissions to GramTracker, all of the above, as well as system changing controls, such as the ability to change tax rates, or to create new users.

Manage Registers: This role grants a user, whose other roles do not normally allow it, access to the cash register. Typically, this role is given to a user who is also a Front Desk or Budtender user, along with the Closer reporting role, so that they can count cash and inventory, close the location, and report to the manager any inventory adjustments that may need to be made.

**Note: Overlapping Roles: While tempting to click all of the roles buttons, this action can cause some conflicts. For example, there is an optional setting in the system that prevents Budtender users from being able to cancel completed orders. If both the Budtender and Store Administrator roles are checked, the user will not be able to process refunds, despite also being a Store Administrator. There are some situations where a user being assigned multiple roles is appropriate however, such as the Manage Registers role above, or some of the GramTracker Reporting Roles.


GramTracker Reporting Roles:
These roles give access to varying levels of reports within the GramTracker system.

Closer: This role grants a user access to the same Closing and Inventory Reconciliation reports that come with the Store Manager role.

Bookkeeper: This role allows access to all of the reports in the system, with the exception of Colorado’s Compliance reports. This can be combined with other roles or used as a stand-alone role for accounting personnel.

Compliance Reports: This role grants access to Colorado State Compliance reports. If you need your Store Manager users to be able to run your 1010 patient reports monthly, you can grant them this additional role.

Read Only Roles:
This role allows a user to log into GramTracker, but without the ability to make any changes to data.

Bubble Help: This allows a user to control whether or not they see the small “?” icon next to some items in the system. Clicking this icon activates a popup window with help text with information about the selected item.

05.07.01.B. Login Limits
Login Limits: Login Limits can prevent users from logging in from unauthorized computers. Typically this is set up after an organization goes live, and gets a better picture of their workflow. Typically, Login Limits are not set up until after a store has been in business, you can turn this on any time you like.

For a detailed description on how to best utilize this section of your MJ Freeway site, click here to be taken to the Login Limits overview. 

05.07.01.C. Employee Details

This section is required for GramTracker to be able to fill out some Colorado State Compliance report forms, but is available for any State to use as a quick reference for details about their employees. Employee Details provides a place to note vital details about your employees for any reference need.

With these details filled in, you can click the “Save” button at the bottom of the form to save your changes to the database, and be returned to the Manage Users page. In your list of data at the bottom of the page, you would now have two users.

**Note: The Initials and State MMJ License or Badge numbers are required for Colorado State Compliance reports.

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