Tailwind allows you to set up and manage separate user accounts for different employees or roles in your company. These user accounts can also be set up to have different levels of access to your data and modules, allowing you to restrict access to sensitive information while also ensuring that your users don’t have their screen cluttered with modules they will never use.
Please note that these settings will only be available if your account is set as an Administrator.
Accessing the User Management Page
The User Management settings are available by clicking on the gear icon at the top right of the page, next to your user name. Click on ‘User Management’ in the menu that appears.
The User Management page is broken up into three sections. The ‘Manage Subscription’ section lets you manage your Tailwind account type and total number of Tailwind user subscriptions, the Registered Users list shows you all your existing User Accounts, and the Personnel list shows all the Personnel records in your database that do not currently have their own Registered User Account.
Managing Your Subscription
The Manage Subscriptions section shows how many User Accounts you are currently paying for on your Tailwind account. It also allows you adjust that number up or down in real time, in case you need to expand or reduce your total number of users.
The number here is the maximum number of Registered Users you can have configured, so if you are already using all of your accounts and want to add a new one, you will need to increase your Subscription Count first.
If you find over time that you are not using all your available accounts, you should feel free to Decrease your Subscription Count – this will ensure that you are not charged for users you are not using! Make sure to do so well before your next billing period if possible, to be sure that you are not charged.
Managing Your Subscription – Changing Your Product Tier
This section also allows you to upgrade or downgrade your product subscription to Tailwind, between the ‘Standard’, ‘Pro’, and ‘Enterprise’ options. This may come in handy if you find yourself in need of the additional features provided by the ‘Pro’ or ‘Enterprise’ tiers, or notice that you are not actually using those features and want to downgrade to a more basic set. More information about the different tiers and their features can be found here.
Adding a User Account
So long as you have fewer Registered Users than your Subscription Count, you can add a new Registered Account. To do so, start by finding the Personnel record you want to associate with the new User in the Personnel List, then click on the ‘Create Account’ link on the far right column. If you do not currently have a Personnel record for the person you want to add as a user, you will have to create one first.
Once you click on the link, you will be prompted to choose a username and password for the new account. After you have done so, click ‘Create’ to create the new user.
(Users will be able to change their password after they log in, using the ‘Settings’ in their Options menu.)
Creating the user will return you to the User Management page. The new user should now appear on the list of Registered Users.
User Account Security
Now that you have created the new account, you may want to adjust the Security settings. These settings control what modules in Tailwind the user will have access to, and whether they will be able to view or edit the data in those modules.
To access the Security settings for a user, click on the ‘Security’ link next to the account name.
This will open up the Personnel Security page for that user. Each module in Tailwind has its own section, allowing you to adjust the user’s access in considerable detail.
Modifying User Security – Saving and Loading Templates
In fact, the amount of detail available may seem somewhat overwhelming at first. Going through every section and setting everything by hand for every user would be a lot of work – certainly not work you want to repeat for every new account!
To avoid this, Tailwind allows you to save and load a set of Security templates. We also provide a set of default Templates that you can use, or modify to fit your business security needs.
To apply one of these templates to your new user account, open the ‘Load Settings From Template’ section, right at the top of the Personnel Security page. You can then select a template from the drop-down and click ‘Load’ to apply it to this account.
The first time you load a default template, we recommend looking through the different sections to ensure that it matches up with your expectations. If you decide to make some changes, you can open the ‘Save Current Settings Into New Template Security’ section and save the new settings as their own template – be sure to pick a name for your new Template that you will remember!
You can use the same method to save new Security templates for any role in your organization that requires its own specific set-up. This will save you a lot of time if you are setting up multiple users right off the bat, or if you end up needing to add or replace users in the future.
In all cases, changes to the user account security are saved automatically: if you make changes, or load a new template, there is no need for any additional action. That said, we always recommend testing the new account to make sure that the security settings are working as you expected – particularly if you have just loaded or configured a security template for the first time.
Once you have updated the security settings, you will have to return to the User Management Page via the gear icon for now.
Resetting User Passwords
The User Management page can also be used to reset the password on an account. If you have a user who has forgotten their password, or it needs to be changed for other reasons, just click on the ‘Reset Password’ link next to the user account in the Registered Users list. You will be prompted to enter and confirm a new password for the account.
Disabling, Enabling, and Deleting Registered Users
Controls are also available to Disable/Enable or Delete any of the non-administration Registered Users. Disabling the user will make it impossible for anyone to log in to the account in question, while still maintaining the account information; you can then Enable the account when you are ready for it to be used again.
Deleting the account will remove it completely from the Registered Users list – the related Personnel record will no longer be associated with a user account, and should reappear on the Personnel list at the bottom of the page.
It will also free up a subscription ‘slot’, so that another user account can be created. If you do not plan on replacing it with another user, you may want to Decrease your total Subscription Count, so that you are not billed for user accounts you are not using.