Configuring New User Accounts

The User Account Setup screen enables you to create and edit the profiles for your users. You enter information about the user, such as name, login name, and passwords.

You cannot edit, or delete a user account profile deemed to be the financial authorizer in Company Setup. Additionally, you cannot modify the email address for the financial authorizer. If you need to modify the email address for the financial authorizer, contact Aloha Insight support to edit the email address.

Profile Settings

The Profile Settings enable you to enter the names of your users, and determine the security class of your users. Additionally, you select the initial view for your user when they log in to Aloha Insight. For example, you may want all your General Managers to view their Portal when they log in, so they can view important reports quickly. However, you may want your other managers to view the company Intranet when they log in, so they can view important company news and tips on the latest promotions for your restaurant.

First Name

— Indicates the first name of the user you are adding to Aloha Insight.

Last Name

— Indicates the last name of the user you are adding to Aloha Insight.

Security Class

— Defines the reports, alerts, menu headings, and menu subheadings the employee can access and view within Aloha Insight. Assign the employee to one of the previously defined security classes.

Edit Button

The Edit button is adjacent to the ‘Security Class’ text box, when you are modifying an existing employee account. Click Edit to access the Set Up a Security Class screen. When you make changes to a security class, the changes impact all users assigned to the security class.

Language

— Displays the default language for the user. Select another language, if different than the default language defined in Company Setup. After clicking Save, all translated applications display in the language selected. You do not have to log out and back in for the language change to become effective.

Crystal Report File Type

— Indicates the default Crystal Report format for the currently selected user account. Only reports available as a Crystal Report get exported in the selected format.

Aloha Insight recommends generating reports you will print or view online in the Crystal Reports®, or Excel® file types. Use the other file types for data that you want to integrate into your corporate systems, such as a general ledger accounting system. Select one of the following file types to view your reports in other than your company default:

•	Character-separated values (.txt)

•	Comma-separated values (.csv)

•	Crystal Reports (recommended)(.rpt)

•	Excel 5.0 (.xls)

•	Tab-separated text (.txt)

•	Tab-separated values (.doc)

The selected export format is used by the Reports Viewer when sending reports to an email address and to your Portal. You have the option to change the export format when scheduling the report.

Active Report File Type

— Indicates the default report format for the currently selected user account. Only reports available as an Active Report get exported in the selected format. Active Reports have an ‘AR’ appended to the name in Reports Viewer.

Aloha Insight recommends generating reports you print or view online in the Adobe PDF® file type. Select one of the following file types to view your reports in other than your company default:

•	Adobe PDF (.pdf)

•	Excel (.xls)

•	Rich Text Format (.rtf)

The selected export format is used by the Reports Viewer when sending reports to an email address and to your Portal. You have the option to change the export format when scheduling the report.

The following settings apply to any report that has an ‘AR’ appended to the name in Reports Viewer, which designates it as an Active Report.

Active Rpt Language

— Designates the language for the Active Report file type for the currently selected user account. The following static elements on the report change depending on the language selected:

•	Report title

•	Store selection

•	Date range

•	Column names

•	Page numbers

•	Printed on text

Active Rpt Format

— Designates the default data format settings for numeric values on an Active Report for the currently selected user account. The following formatted elements change when you select a language in the ‘Format’ drop-down list:

•	Date format

•	Time format

•	Currency symbols

•	Negative values

•	Decimal separator

•	Thousands separator

Suppress Currency Symbols

— Indicates you do not want currency symbols to appear on the reports for the currently selected user account. If a column name contains a currency symbol, the currency symbol does not appear. For example, the column name is ‘Sales $’ and you suppress the currency symbol, it would appear as ‘Sales’ without the symbol.

Automatically Display Reports in the ‘Reports Viewer’ Application

— Indicates you are enabling ‘View the Report Now’ option in Reports Viewer.

Automatically Display Reports in Portal After Processing

— Indicates you are enabling the ‘Automatically Display Report(s) after Processing’ check box on the Portal. When you select a report and click Run Checked Reports the report automatically displays. If you do not enable ‘Automatically Display Reports on the Portal After Processing,’ you can still automatically display a report after processing. Select ‘Automatically Display Reports ...’ on your Portal before clicking Run Checked Reports.

Website Home Page

Indicates the default tabs that appear when the user logs into Aloha Insight. Click the down arrow to expand the options. Selecting the plus sign expands the list and enables you to scroll through the list. Use the Add and Remove buttons to customize your Insight home page.

Pulse Access Settings

Use the Pulse Access Settings to enable Aloha Insight users access to Pulse. For more information about Pulse, contact your Aloha representative for availability.

Allow Access to Pulse Applications

— Indicates the user being configured has access to Aloha Pulse and has the same store rights as configured in Aloha Insight. For example, a mid level manager has access to stores in your southwest region, this manager would have access to the same stores in Pulse. If a store level manager has access to their store, they can only access the same store in Pulse.

SMS/Mobile Phone Number

— Contains the mobile number Pulse uses to send alerts. Type the mobile number that can receive short message service (SMS) messages. This number must be able to receive SMS messaging.

Contact Information

The Contact Information settings enable you to manage the email accounts for your users and create login names and passwords for your users. Aloha Insight and Aloha Stored Value enable you to schedule reports and alerts to send to an email address. Type the email address where the user wants to receive the scheduled report or alert.

If you want to use the Aloha Insight email application, contact Aloha Insight Support to setup the built in email application.

Login Name

— Specifies the name the user enters in the Login text box at the login screen. If this is left blank, the system combines the ‘First Name’ and ‘Last Name’ as the ‘Login Name.’ For example, you enter John in the ‘First Name’ text box, and Doe in the ‘Last Name’ text box. If the ‘Login Name’ text box is left blank, the ‘Login Name’ defaults to JohnDoe.

Password

— Holds the Aloha Insight password. This is the password entered on the Login screen when accessing Aloha Insight. The system automatically masks all passwords. If the security class requires a unique or difficult password, you must enter a password that satisfies the password requirements. Refer to Working with the Security Class Setup Wizard for more information on unique and difficult passwords.

The minimum length of the password appears in red next to the ‘Password’ text box. Define password lengths on the Polling & System Admin tab in Company Setup.

Confirm Password

— Forces the person setting up the user account to enter the same password again. The entries in ‘Password’ and ‘Confirm Password’ must match before you can proceed. When the user logs in for the first time, or when you reset the password for the user, a prompt to enter a new password appears. For example, when you create a new user account for Betty J, you know Betty J’s password; however, the first time Betty J logs in, she receives a prompt to change her password, allowing her to have a password that is not known by others.

Login Start Date

— Indicates the date the user can begin using Aloha Insight.

Login End Date

— Designates the date the user can no longer use Aloha Insight. Type a date well into the future.

Web Email

— Indicates you want to define the primary email address for the user as a Web mail address. Selecting ‘Web Email’ enables the adjacent text box. The adjacent text box automatically populates the initial part of the address with “http://.” Type the email address in the text box. When you select ‘Web Email,’ you are electing to use a different mail system than the built-in email application.

Email ‘Getting Started’ Guide to User

— Indicates the user receives an email with a Getting Started guide. Aloha Insight sends the “Getting Started with Insight” guide to a user once. Aloha Enterpise.com determines if the user has received the email before sending it again to your users. If the user has already received the Getting Started email, the check box becomes unavailable.

If you want to use the Aloha Insight email application, contact Aloha Insight Support to setup the built in email application.

Default Settings

The Default Settings enable you to define the home store, region, area, or store group for a user, the default language for a user, and default report file type. These settings remain in effect until overridden. For example, you create a report and do not make any change to the file type. Aloha Insight uses the settings defined here to determine the file format to use when creating the report.

Home Store

— Use this drop-down box to select the home store for the user, if applicable. The home store is used throughout the system when the user generates reports, alerts, etc. It is not necessary to assign a home store to a user. For example, you may not want to assign a home store to a regional manager. Create your areas, regions, stores, and store groups, before assigning users to them.

Home Region

— Use this drop-down box to select the home region for the user, if applicable. The home region is used throughout the system when the user generates reports, alerts, etc. It is not necessary to assign a home region to a user. For example, you may not want to assign a home region to a store manager. Create your areas, regions, stores, and store groups, before assigning users to them.

Home Area

— Use this drop-down box to select the home area for the user, if applicable. The home area is used throughout the system when the user generates reports, alerts, etc. It is not necessary to assign a home area to a user. For example, you may not want to assign a home area to a store manager. Create your areas, regions, stores, and store groups, before assigning users to them.

Home Store Group

— Use this drop-down box to select the home store group for the user, if applicable. The home store group is used throughout the system when the user generates reports, alerts, etc. It is not necessary to assign a home store group to a user. For example, you may not want to assign a home store group to a store manager. Create your areas, regions, stores, and store groups, before assigning users to them.

Multifactor Authentication Type

The Multifactor Authentication Type settings enable you to define which Aloha Insight users can access Secure Access and their rights. Secure Access allows users to only access the stores to which they have security rights.

Has access to ‘Secure Access’

— Indicates the user has access to Secure Access.

RSA SecureID Serial Number

— Contains the RSA SecurID serial number of the user. Select the check box and type in the serial number in the text box.

SMS Messaging Number

— Contains the phone number for the user that can receive messages from Secure Access. Type a phone number in the text box.

Assigned Stores

— Contains the store or stores which the user can access. Select the stores from the drop-down list.