The second lesson in this Learning Series, Manage Users, is designed to get you familiar with understanding User IDs and how to manage them. You may wish to review the articles listed below before beginning.
The review articles in the bullet list below will open the Help article in a new tab. When you are finished reviewing the material, close the tab and return to this page to access the next article using the links below.
A Jackrabbit User ID and password are the keys to your database; these credentials give a User the ability to log into your database. Each enrollment, drop, and transaction entered by a User will have their User ID associated with it.
- A Jackrabbit database can maintain as many User IDs as needed. There is no limit to the number of Users that can be logged into the database at the same time (unlimited concurrent Users).
- Users can be limited as to what they can see and what they can do in Jackrabbit using User Permissions.
Example: You want your managers to have access to revenue reports, but would like to restrict those areas for all other Jackrabbit Users. This is done by removing the permissions relating to financial reports from all Users except management.
User IDs are managed under the Gear (icon) > Settings > Users & Permissions > User IDS (left menu).
A Jackrabbit User ID must be unique throughout Jackrabbit's entire application.
Example
- You have an employee named Dianne Smith who would like her User ID to be "dsmith".
- When you are adding her User ID to your database you receive an error message User ID not available.
- You do not have any User ID "dsmith" in your database.
Why is this User ID not available?
A studio down the street, which also uses Jackrabbit, has an employee named Deirdre Smith and her User ID is "dsmith". Deirdre has already taken the User ID "dsmith" and there can only be one in the 'Jackrabbit World'.
A Jackrabbit database can maintain as many User IDs as needed. There is no limit to the number of Users that can be logged into the database at the same time (unlimited concurrent Users). However, each User ID must be unique throughout Jackrabbit's entire application, i.e., the User ID cannot be in use by any other Jackrabbit customer.
User IDs are managed from the Gear icon > Settings > Users & Permissions > User IDs (left menu).
Add a User ID
- Go to the Gear icon > Settings > Users & Permissions > User IDs (left menu).
- Click Add User.
- Enter a User ID. You will be alerted if that User ID is not available. If it isn't, enter another User ID until you are notified it is available. Note: Once added, the 'name' of the User ID cannot be changed. Instead, clone the User ID give it the new name and then revoke the original User ID's login status.
- Enter a New Password and then Re-enter Password. For security, a password must contain:
- 9 characters
- 1 lowercase
- 1 uppercase
- 1 number
- Add a First Name, Last Name, and an Email for the User.
- Identify the Role the User performs. Multiple roles can be selected.
- Optionally, you can Match (the User) to a staff person. If you use the Staff Portal and this User will also work in the Staff Portal, you can match their User ID to their Staff record. This allows them to share one User ID/Password for both logging into your database and logging into the Staff Portal.
- Click Save.
Once you have added the User ID, be sure to edit their User Permissions and add any User access restrictions (Locations or Category1) that may apply to the User.
To quickly add another User ID that will have the same User Permissions as the User ID you've just added, save time and use the Clone User option to create the new User ID.
Revoke a User ID
When a staff member is no longer employed with you, we encourage you to revoke the User ID instead of deleting it. If you revoke the User ID you will still be able to search previous user activity on the account and the ex-employee will no longer have access.
- Go to the Gear icon > Settings > Users & Permissions > User IDs (left menu).
- Click the User ID you want to revoke.
- Click the Revoke User ID button. The User will no longer be able to log into Jackrabbit.
If the User ID was matched to a staff member, revoking access from the database will also keep them from being able to log into the Staff Portal. Change the staff member’s status to inactive on the Summary tab of the Staff record instead of deleting. Deleted staff members can be recovered by our Development Team, but there is a fee to recover information.
If you use Zapier with Jackrabbit, there are additional steps you must take to secure your Zapier account when a staff member leaves.
User Permissions and Access Restrictions allow you to safeguard your data by controlling what a Jackrabbit User can see, and what they can do, in your database.
- Assign permissions to Jackrabbit User IDs based on job function
- Limit a User ID's access so they see only the data related to specific Category1s
- Grant access to your database by Location (if you have multiple Locations in your database)
Business Scenario
The facility offers two programs, Gymnastics, and Cheer. Each of these programs operates separately but they share the database because they share the facility and have many families enrolled in both programs. If a Category 1 value has been added for each program, access to the database can be granted separately for the Gymnastics staff and the Cheer staff. Staff would then have access to only the data related to their program.
User Permissions and Access Restrictions are managed from within each individual User ID profile found under the Gear (icon) > Settings > Users & Permissions > Click the link to open a User ID > User Permissions (left menu).
Permissions
When you add a new Jackrabbit User ID, not all User Permissions are granted (checkboxes selected). This allows you to control who can perform sensitive tasks, or see certain areas of your database.
User Permissions are grouped into categories based on the areas of the database they affect. Search fields help you to locate permissions related to the task of the User you are creating/editing.
Check out Protect Your Account - Guidelines for User Permissions for a deeper dive into permissions including the identification of permissions related to financial information, the permissions that control areas of caution (sensitive information), and the permissions that should be granted with extreme caution (delete records).
Example
You are creating a new User ID for Dianne Harris. She will be responsible for email correspondence for your organization.
To find all permissions related to emailing in Jackrabbit, enter the keyword "email" in the Description search field. Select the checkboxes for the tasks you want this User ID to have permission to do and Save Changes.
Access Restrictions
User Access-Locations
If your database has multiple Locations, the System Administrator can limit which Family, Student, and Class information a User can access based on Location. Note: Staff information is not limited by Location.
The Location "ALL LOCATIONS" overrides any other values.
User Access-Category 1
From this area, the System Administrator can select which class categories the User can access. This is often used if a User is only allowed to enroll students in specific types of classes.
Select the appropriate settings and Save Changes.
A great way to protect your business data and confidential financial information is to be sure all Users have the right user permissions. Having the right permissions allows each User to access the parts of Jackrabbit they need to perform their tasks successfully.
Almost every permission will be checked off and activated when Jackrabbit first sets up a new account. This initial User ID is intended to be the account System Administrator. Once the System Administrator User ID has been completed, they can create additional User IDs as needed.
Create a template for different User ID staff roles. Once a template is created, you can select the template in the User ID column under Manage Users and click the Clone User button to duplicate a User ID and create a new User ID with the same permissions. This saves lots of time and you won't have to select the permissions each time.
We have indicated which User permissions are related to the following in the tables below:
- Financial information - Credit card information, transactions, family balances, fees, and credits/payments fall into this category.
- Areas of caution - These permissions are sensitive and may not be appropriate for general staff access.
- Areas requiring extreme caution - Deleting data, classes, events, students, and leads. These permissions can significantly affect your account and should be assigned to the appropriate administrator.
NOTE: Permissions without a check mark must be checked off manually once a User ID is created. Contact the Support Team if you need help with User permissions.
| Legend: | Financial Information | Use Caution | Use Extreme Caution | Financial Info & Use Caution |
Expand each section to view the permissions by category and see what the permission controls.
General
| User Permission | Description |
| View Restricted Files | Has access to view restricted files. |
| Family, Student, Contact Name Search | Global Name search box at top of screen. |
| Dashboard - Alerts | Requires permissions Executive Dashboard. |
| Dashboard - Revenue Summary | Requires permissions Executive Dashboard. |
| Dashboard - Aged Accounts | Requires permissions Executive Dashboard. |
| Dashboard - Metrics | Requires permissions Executive Dashboard. |
| Dashboard - Edit Settings | Requires permissions Executive Dashboard. |
| Edit Users-Definable Fields | Edit user-definable field labels. |
| Export Grid Information | User can export to Excel any information listed in grids. |
| Print Grid Information | User can print information listed in grids. |
Families
| User Permission | Description |
| View Family Page | Has access to view the details of a family. |
| List Families | Has access to Families Advanced Search, List Active Families, and List All Families (also see permission "View Family page"). |
| Email Families & Email/Print Student Schedules | Email families, students, and/or instructors, as well as email or print student schedules. Has access to the Notifications page. |
| Add Family/Account | Add Family menu item. Can add a Family. |
| Quick Family Student Enroll | Ability to Add a Family, Parents, Students and Enroll the student in a class from one screen. |
| Delete Family/Account | Delete Family from Family page. |
| Merge Families/Accounts | Can merge two families/accounts together. |
| Post Fees | Post Fees button. Can Enter fees. |
| Add Student | Add Student button. Can add a student. |
| Add Contact | Can add a family contact (has access to the Add Contact button on the Family page). |
| Statement | Ability to generate a single Family Statement (has access to the Statement button on the Family page). |
| Balance | Ability to view Family Balance. |
| Transactions Tab | Has access to view the transaction records on the Transactions tab. |
| Billing Info Tab | Has access to view/edit the fields on the Billing Info tab. |
| View/Edit Credit Card & Bank Account | Has access to view, enter/change the Family Credit Card and Bank Account number. |
| Post Credit Card Transactions | Can post charges to a Credit Card on file. |
| Void on Card | Ability to void credit card payments processed through an e-commerce gateway (also see permission "Post Credit Card Transactions"). |
| Refund on Card | Ability to refund credit card payments processed through an e-commerce gateway (also see permission "Post Credit Card Transactions"). |
| Post Refund | Ability to post a refund. |
| Edit Transaction | On Transactions tab, this user can edit a single transaction. |
| Delete Transaction | On Transactions tab, can delete a single transaction. |
| Payment/Credit entry button | Access to the Payment/Credit button where you can pay off charges. Access is needed for Store one-time payments. |
| Lead File - Access | Has access to view and search existing leads only. |
| Lead File - Manage | Has access to edit/archive/restore a lead file. |
| Delete Leads | Permission to delete lead from Lead File. |
| Lead File - Email | Has access to email leads. |
| Lead File - Mass Archive | Has Access to perform a mass archive. |
| Lead File - Export Leads | Has Access to export all leads to a file. |
| Clear Family User-defined Fields and Family/Student Fixed Fees and Discounts | Can do a mass update to clear Family User-defined Fields and Family/Student Fixed Fees and Discounts. |
Students
| User Permission | Description |
| List Students | Has access to Students Advanced Search, List Active Students, and List All Students. |
| View Student Page | Has access to view detailed student information. |
| Enroll Student | Enroll Student button. Can enroll students. |
| Skills Mass Update & Class Skills/Levels tab | Ability to view/use the Skills/Levels Mass Update and the Class Skills/Levels tab. |
| Skills/Levels Add to Classes | Add Skills/Levels to Classes. |
| Drop Student | Drop a student from a class. |
| Delete Student | Delete Student from the Student page. |
| Delete Absence | Ability to delete a student absence. |
| Medical Info | Ability to view/edit medical information. |
| Clear Immunization fields | Can use All Students to perform a mass update on the Student's Medical tab; resetting the YN field and clearing the Notes field. |
| Clear Student User-defined Fields and Update Student Grades | Can do a mass update to clear user-defined fields on the Student Miscellaneous tab. Can do a mass update to the grade level for all students. |
Classes
| User Permission | Description |
| Add Class | Add Class menu item. Can add a Class. |
| Delete & Copy a Class | Delete and Copy a Class from the Class page. |
| Mass Drop | Mass Drop button. Can perform a Mass Drop on a Class. |
| List Classes | List Classes, Weekly/Daily/Room Schedules, Monthly Class Calendar. |
| View Classes | Has access to class details and view classes in Global Classes Search, Advanced Searches, List Classes, Class Openings, Waitlists, and Schedules. |
| Edit Class Summary Tab | Ability to edit Class Summary tab. Also, see "Edit All Classes" permission. |
| Email Class | Ability to send an Email to all parents and students associated with a Class. Must also have permissions to List Classes and View Classes. |
| Openings | Class Openings report (under Classes menu). |
| Class Schedule | Can view the Class Schedule report (under Classes menu). |
| Class Rolls | Has access to class roll & sign in/sign out report. |
| Edit Waitlist | Can edit the Waitlist. |
| Copy Classes | Copy classes in a Session (or Category within a session) including enrollment and/or tuition fees. |
| Edit All Classes | Edit all classes in a spreadsheet format. |
| Archive (Terminate) Classes | Archive (Terminate) Classes that have been completed. |
| Delete Drop History | Can delete individual Past Enrollment records (Drop History) for the class. |
| Costumes/Apparel Tab | Can add/edit/remove costumes, products, equipment to/from a class. |
| Class Costume Sizes | Edit Student Costume Size from the Class page. |
| Edit Master Lesson Plans | Edit your organization's Lesson Plans (templates) that can be imported and used per class. |
| Waiting List Report | List of all students on a class waiting list. |
| Manage Substitutes | Can add, edit and delete substitute records. |
Events
| User Permission | Description |
| Events Module | The master control for the Event Pulldown menu. This needs to be on to access any Events menu items. |
| Add Event Types | Can add new event types. |
| Delete Event Types | Ability to Delete Event Types. |
| Add Event Date and Time | Ability to add an individual Date and Time. |
| Delete Event Date and Time | Ability to Delete an individual Date and Time. |
| Email Event | Ability to send an Email to all parents and students associated with an Event. Must also have permission for the Event Module. |
| Recital Module | Ability to edit and view recitals. |
| Delete Recital | Has access to delete recitals. |
Staff
| User Permission | Description |
| List Staff | Has access to List Active Staff, List All Staff, Staff Advanced Search. |
| Add Staff/Instructor | Can Add a staff person or an Instructor. |
| Delete Staff/Instructor | Can Delete a Staff person/Instructor. |
| Compensation tab | Has access to view/edit the fields on the Compensation tab on the Instructor page. |
| Compensation tab when User ID is linked to Staff | View Compensation tab only when User ID is linked. |
| Time Card and Portal Settings tab | Allows access to the Staff Time Card and Portal Settings tab. |
| Feedback tab | Has access to view/edit the fields on the Feedback tab on the Instructor page. |
| Staff Skills tab | Has access to view/edit the fields on the Staff Skills tab. |
| Certifications tab and report | Has access to view/edit Staff > Certifications and Staff/Instructor Certifications tabs. |
| Availability tab | Has access to see the Availability tab on the Staff/Instructor screen and can Edit Instructor Availability. |
| Misc. tab | Has access to fields on the Staff/Instructor Misc. tab. |
| Staff Record Notes Tab | Can view the Staff Notes tab and has access to view, add, edit, and delete notes. |
| Classes Tab - Class Links | Can access Class Page from Staff/Instructor page. |
| Instructor Calendar | Can view the Staff/Instructor's Calendar. |
| Weekly Schedule | Can view their Weekly Schedule. |
| Email Staff | Has access to email staff. |
| Pay Rate Report | Has access to view the Pay Rate report. |
| Add Time Entry | Ability to add a Staff Time Entry. |
| Clear Immunization fields | Can use Active Staff to perform a mass update on the Staff's Misc tab; resetting the YN field and clearing the Notes field. |
| View/Manage Staff PINS | Can view and manage Staff PINs used to open self check-in. |
Transactions
| User Permission | Description |
| Delete Transactions | Can Delete Transactions based on search criteria (from the Transaction Menu). |
| Search for Deleted Transactions | Can search for deleted transactions in Transactions Search. |
| Delete E-commerce Transaction | Can delete payments processed through an e-commerce gateway. |
| Post Class Transactions, Post Annual Fees | Post transactions to multiple students enrolled in a Class or Event at one time, like competition fees. Post Group Fee (on class page and Event page). |
| Post Late/Misc Fees | Can post Late/Misc Fees for families/students. |
| Post Tuition Fees | Can run a Post Tuition Fees which generates the tuition transactions for each family with an enrolled student. Can edit "Tuition Billing Method". |
| Delete Tuition Fees | Can Delete Tuition Fees that back out tuition billing transactions generated by Post Tuition Fees. |
| Edit Payment Amount | Ability to edit the payment amount. |
| Process Credit Cards and Bank Accounts | Can charge all e-Payment accounts (Credit Cards and Bank Accounts) with a balance. |
| Process Credit Cards - Ignore Pre-Payments | Can charge Credit Cards and Bank Accounts the full amount of the fee and ignore pre-payments. |
| Edit Original Fee | Can edit the original fee when posting a transaction. |
| NACHA Reports and Exports | Can run NACHA report, NACHA Export file, and run the Payoff function. You must have e-commerce enabled to see NACHA Option under Transactions. |
| Default Payment to Family Balance | Will default payment amount on Payment screen to the Family balance. |
| Edit Payment Transaction Date | Has ability to edit transaction date on payments (excludes e-Payments done within JR - these cannot be changed). |
| Find Unapplied Credits, Mass Edit Transactions | Can mass apply credits; can update several transactions. |
| Omit Family from Transactions | The user can omit a Family from one or more transactions (Billing Info). |
Store
| User Permission | Description |
| Store Menu | Access to the Store Menu. |
| Add/Edit Items | Ability to add and edit Items. |
| Edit Item Price/End Price in Make a Sale | Edit Item Price and End Price amount in Make a Sale. |
| View Store Reports | Ability to view Store Reports. |
| Add/Edit Store Accounts | Ability to add and edit Store Accounts. |
| Add/Edit Store Vendors | Ability to add and edit Vendors. |
| View Item Cost in List Items | Ability to view the Item Cost in List Items. |
Reports
| User Permission | Description |
| Terminal ePayment Exception Report | Can view the Terminal ePayment Exception report. |
| Contact Listing | Can view the Contact Listing Report. |
| Email Listing and Family Reports | Can view Email Listing, Family Address Listing, Family Listing Reports, and Family Mailing Labels. |
| Transaction Reports and Payment Method Summary | Can view Payment Method Summary, Transaction Listing, and Transaction Summary. |
| Transaction Search | Can view Transaction Search and Recent Transactions. |
| Transaction Sub-type Listing | Can view Transaction Sub-type Listing. |
| Event Enrollment | Print Event details and enrollment for birthday parties, parents' night out, etc. |
| Family e-Payment Listing | Family ePayment Listing - Lists all the families set up to have their bill paid by credit card or bank account. |
| Family ePayment Listing: Un-Mask Bank Routing /Acct # | Ability to see the bank routing and account numbers. Requires Family e-Payment listing permission. |
| Deposit Slip | Deposit Slip Report. |
| Enroll History | Can view the Enroll History. |
| Drop History | Can view the Drop History. |
| Absence/Make-Up Report | Can view all the absences and makeups. |
| Aged Accounts Summary | Can generate the Aged Accounts Summary. |
| Aged Accounts Details | Can view the Aged Accounts Details. |
| Family Balance Summary | Can generate the Family Balance Summary. |
| Online Registrations | Can search/view Online Registrations report. |
| Process Registrations | Can view the Process Registrations Reports. |
| Enroll Snapshot 1 | Enroll Snapshot 1 - Search. |
| Enroll Snapshot 2 | Enroll Snapshot 2 - PDF. |
| Enrollment Detail and Who's Scheduled to Be Here | Can view the Who's Scheduled to Be Here report and the Enrollment Detail report (with many search and display options). |
| Parent Portal Log | For Portal Users, can view recent portal activity. |
| Family Statements (Print) | Can print Family Statements (Statements - Email has separate permission). |
| Student Detail Report | Can run the Student Detail Report. |
| Revenue Reconciliation Reports | Can view the Revenue Reconciliation Reports. |
| Student Sizes Report | List of student sizes and measurements. |
| Zip Code Summary | Display enrollment totals by zip code. |
| Fee Summary Reports | Can view the Paid Fees report and the Fee Summary report. |
| Revenue Summary | Ability to view Revenue Summary report. |
| Revenue Snapshot | Can view Revenue Snapshot (formerly QuickBooks Report). |
| Instructor Schedule - View Student Phone | The ability to view student phone numbers on the instructor schedule report. |
| Email Statements | Ability to generate HTML statements to be emailed to customers. |
| Instructor Scheduled Time Report, Instructor Schedules | Has access to Instructor Scheduled Time Report and Instructor Schedules. |
| Student Information Sheet | Can view Student Information Sheets. |
| Student Labels | Can generate Student Labels. |
| Telephone Listing | Ability to view Telephone Listing and Enrollment Trending reports. |
| Email Bounce Report | Can view Email Bounce Report for family/account, students, staff, and user IDs. |
| Source Report | Summary counts by source (how they heard about you) of families, students, and enrollments. |
| Emails - Scheduled | Has access to Scheduled Emails. |
| Sent Emails | Can view the Sent Emails report. |
| Tuition Not Posted Report | Can view the Tuition Not Posted report. |
| Notes Grid | User can view all Notes. |
| Staff Availability | Can view the Staff Availability report. |
Tools
| User Permission | Description |
| Edit Drop-down List and Statements/Ecomm Receipts | Edit the system drop-down lists (such as Category 1, Transaction Types, Payment Method, etc.) and settings for Statements and ecommerce receipts. |
| Edit Student Skills Lists | Edit Skills and Sub-Skills Lists. |
| Manage Users & Permissions | Can see the list of users for the Organization and search User Activity. Permissions to Add User, Edit User Permissions, Edit User Locations & User Categories, and Delete User are separate. |
| Edit Tuition Defaults | Edit Tuition Settings, Tuition Defaults, and Class Tuition Settings (except for Tuition Fee). |
| Add User | Ability to Add a User. |
| Delete User | Ability to Delete a User. |
| Edit User Permissions | Edit User Security - Permissions, restrict a user's access to system functions, screens, tabs, and fields. |
| Edit User Locations & User Categories | User can edit another user's Locations and/or Category 1 access and restrict what the User has access to. |
| Add/Edit Location | Ability to add and edit a Location for your Organization. |
| Edit Email Templates | Has ability to manage (add, update, delete, copy) email templates. |
| Search Criteria Favorites | Can Create/Edit/Delete Favorites (search criteria and settings favorites). |
| Setup Guide | Allows access to Setup Guide where user can edit database settings, add family data and process payments. |
| Edit Settings, Logo, Announcements | Edit Organization settings (such as address, email, tax rate), logo, and announcements. |
| Edit Online Registration and Parent Portal Settings | Ability to edit Online Registration text and settings and Parent Portal settings. |
| Import Data | Ability to Import Data via the Excel file upload/import. |
| Delete Imported Data | Can Delete Imported Data on a specified date. |
| QuickBooks Export | Export Category 1 totals for a date range to QuickBooks GL. |
| Assign Tasks | Ability to Assign tasks to Others (see dashboard). |
| Drop Unpaid Families | Drop families within a Session or Category that have not paid their tuition. |
| Costume/Apparel Module | Ability to edit and view costumes/apparel. |
| View My Account | View details of this Jackrabbit account. |
| Text Messages Settings | Can view and edit text message settings. |
| ePayment Settings | Can access the ePayments Wizard or ePayments Settings. |
| Sent Text Messages | Can send text messages to contacts, students and staff (also see permission "Email Families"). |
| Closed Dates | Can add and edit Closed Dates. |
| Upload a File | Ability to upload new files to Jackrabbit Files. |
| Delete a File | Ability to delete files from Jackrabbit Files. |
| Manage Policies | Can manage policies and assign policy groups to classes. |
| View/Assign Policies | User is limited to viewing policies & policy groups; assigning/removing policy groups to classes. |
| Self Check-in Settings | Can view and manage Self Check-in Settings. |
| Zapier API | Can view and manage the Zapier API key. |
Partners
| User Permission | Description |
| Manage Spot TV | Permission to create Spot TV Groups and assign Groups to Jackrabbit Classes. |
| View Yardstik Reports | Permission to view Yardstik background reports. |
Staff Portal
| User Permission | Description |
| Guided Staff Portal Setup, Edit All Portal Logins and Edit All Staff Settings | Allow access to the Guided Staff Portal Setup, Edit All Portal Logins, and Edit All Staff Settings. |
| Staff Portal Settings | Ability to edit staff portal settings. |
| Approve/Unapprove Time | Access to Approve/Unapprove Time. |
| Edit Actual Hours in Approve Time | Allows user to edit total time when approving time. |
| Close Pay Period and Export to Payroll | Access to Close Pay Period and Export to Payroll Report. |
| Edit Department and Staff News | Allows access to the Edit Department and Staff News. |
| Launch Staff Portal | Ability to launch the staff portal. |
| Manage Incomplete Time Entries | Ability to manage incomplete time entries. |
| Access to all time clock Departments | The user can access time entries for all Departments in Approve/Unapprove Time. |
| Time Report and Staff Portal Login ID Report | Allows access to the Time Report, Staff Portal Login ID Report. |
| Staff Time Audit Report | Allows access to the Staff Time Audit Report. |
| Staff Here Now Report | Ability to view the list of staff clocked into the Staff Portal/Time Clock. |
Automation
| User Permission | Description |
|---|---|
| Task Management | Edit, Pause, or Delete an Automation Task. |
On the User Permissions page, enter a search term or keyword in the Search field for a Category, User Permission, or Description to filter and locate a permission. For example, enter Students in the Search field under Category and all Students permissions will be displayed.
Cloning User Permissions is a great time saver!
Set up one User ID with permissions and click the Clone User Permissions button to create more users with the same permissions. For example, when a new Office Staff member is hired and you want to be sure they have the correct User Permissions, clone another Office Staff member's User Permissions.
- Go to the Gear (icon) > Settings > Users & Permissions (left menu) > select a User ID under Manage Users.
- Click the User ID link to access the profile of the User ID whose permissions you want to clone.
- Click the Clone User Permissions button.
- Enter the New UserID.
- Enter a New Password and re-enter it.
- Enter the First Name and Last Name of the User.
- Add the New User Email for the user.
- Select the Role(s) of the User in your organization and choose a Match to a staff person from the drop-down list if applicable.
- Click Save and OK in the confirmation window.
- The cloned user's User Details page opens, add additional information as needed.
- Click Save Changes.
In the User Details section of a User ID profile (Gear icon > Settings > Users & Permissions > User IDS > select a UserID), the User ID login Status field indicates the 'health' of the User ID.
Normal Status
All clear! The User is able to log into Jackrabbit.
Permission Revoked
A System Administrator (or User with the User Permissions Manage Users & Permissions and Edit User Permissions) can revoke a User ID by clicking on the Revoke User ID button, for example if the employee was terminated.
A User ID who has been revoked is no longer able to log into Jackrabbit and they cannot reset their password to gain access.
User Locked Out
| As a security measure, the Jackrabbit system will block a User if three incorrect password attempts are made by changing the User ID login Status to Locked Out. The User can reset their access using the Forgot Password link on the Jackrabbit Login page or ask a System Administrator (or User with the User Permissions Manage Users & Permissions and Edit User Permissions) to change this status back to Normal. |  |
Reset a User ID
- Go to the Gear (icon) > Settings > Users & Permissions.
- Click on the User ID that has been locked out.
- Click the Restore User ID button. This will change the Status back to Normal.
- Click Save Changes.
It is important that a User ID have an email address associated with it.
- If a user is logged in and sends a Support request (using the Support Button), the response will be sent to the email address associated with that user.
- If a user's password is locked out, a new temporary password can be sent to the email address associated with the User ID.
To add or edit a User's email address:
- Go to the Gear (icon) > Settings > Users & Permissions.
- Click the User ID that needs updating.
- Enter the new email address.
- Click Save Changes.
Jackrabbit offers visibility into the activities of each User ID. You have the option to review a single User ID or run a report to see all User activity with the Search Activity report.
- Optimize collaboration with the ability to see which User ID has performed a task.
- Provide an audit trail for transactions entered, deleted, or edited.
- Track and review User actions when there is an issue.
For each action a User takes in Jackrabbit, an 'event' is created and logged. These events are reported in the activity logs.
Examples of User actions and the corresponding event name:
| Action | Event Name |
| Edit a transaction | JT_EditTrans |
| Delete a transaction | JT_DeleteTransaction |
| Create a payment transaction | JT_PmtTrans |
View a Specific User's Activity
You can view a User's recent activity from within their User ID profile, found under the Gear (icon) > Settings > Users & Permissions > select a User > User Activity, you are able to quickly access a log of their recent activity.
This is only a recent activity view, not all activity is logged and activity is only kept for a limited time. Older user activity may be preserved in offline database backups. Send a support request if you need an older activity.
Search Criteria - All User Activity
View the activity of all Users at once using Search User Activity.
Get to this report from the Reports menu > Find Reports > enter Search User Activity in the Keyword Search field > Search User Activity. Use Search Criteria to search for a specific date range, User ID, Event, or Description.
Report Results
The results will display information including which User made the edit, what time the edit was done, a description of the changes made, and links to information about the Family, Student, Class, and Transaction.
There are many columns of information available in the report results. Customize your report with the Show/Hide Columns button; select only the information important to you.
Click on a link to see the Details. For this example, it's a Family link.
Tips for Searching Activity
- Use a keyword to search with the Event criteria, for example, "edit" or "delete"
- To find out what the event name associated with an action is, a little testing can get you the answer. While logged into Jackrabbit, perform the action you are looking to search on and then head over to Reports menu > Find Reports > enter Search User Activity in the Keyword Search field > Search User Activity and search for the current activity of your User ID. Make note of the event name given to the action you performed.
Many of the factors that influence your Jackrabbit experience may be related to your computer. Speed and usage are impacted by internet connection, the age of the computer or device, the number of applications currently running on your computer, and more.
Be sure your internet setup includes broadband internet and an internet connection. We recommend having as much bandwidth as possible if you are sharing your internet connection with other devices. Ensure that cookies are enabled so Jackrabbit can work properly.
Before scrolling through the troubleshooting tips below we recommend you start with these two tasks as they often fix the most common issues:
| Clear the Cache | Clearing the cache might seem like a minor thing to do but it can dramatically improve your Jackrabbit experience. This simple task can improve the speed of page loads, ensure the latest enhancements are loaded, protect privacy, and free up device memory. |
| Use Latest Browser | It is important to work in the most recent version of your web browser; you'll have access to the latest features and functionality, along with security fixes that can keep you safe online. We recommend using Chrome, Microsoft Edge, or Firefox when you are working in Jackrabbit. |
Open each section for troubleshooting tips for the issue.
Jackrabbit Is Not Accessible
Troubleshoot this by doing the following:
Check Your Internet Connection and Other Websites
See if you can access other websites. The issue is likely to be your internet connection if it does not work. Verify that your Wi-Fi is on and that your device is not in Airplane Mode. Check with your Internet Service Provider (ISP) if they are experiencing outages on a different device. Almost every ISP has a "down" webpage such as Downdetector that provides status updates.
Check Jackrabbit's Status
Visit our Jackrabbit Application Status page to check the status of our system. It is possible our system is offline or experiencing technical difficulties.
Determine the Problem
If you still encounter connectivity issues, you will need to determine if the issue is with your web browser or your device.
Visit Jackrabbit in an incognito/private window:
- Learn how to browse in a private window using Chrome
- Learn how to browse in a private window in Microsoft Edge
- Learn how to browse in a private window using Firefox
- Learn how to browse in a private window in Safari
If the issue is resolved by opening a private window, then the problem is related to the browser. In that case, it is recommended to clear the cache.
If you still cannot access Jackrabbit, then the issue may be related to your device. Restart your device and reboot your modem/router.
To reboot a modem:
- Unplug the power and Ethernet cables from the modem.
- Wait 2-3 minutes for the modem to fully power off.
- Reconnect the power and Ethernet cables to the modem.
- Check if the internet is working properly.
Jackrabbit Appears To 'Freeze Up'
Problems like this are usually encountered by Safari browser users. Jackrabbit does not run well in the Safari browser at this time. We recommend our Mac users consider using Firefox.
Nothing Happens After Clicking a Link
If nothing happens after you click a link in Jackrabbit, your browser settings may be set to block pop-ups. There are several areas in Jackrabbit where a process generates a pop-up.
Enable pop-ups in your browser:
- Learn how to enable pop-ups in Chrome
- Learn how to enable pop-ups in Microsoft Edge
- Learn how to enable pop-ups in Firefox
- Learn how to enable pop-ups in Safari
Information Isn't Saving
Jackrabbit uses a time-saving feature called Background Save. This system saves changes but does not refresh the screen immediately (refreshing a screen immediately uses a lot of memory and can slow a system down). A change can be made and saved on some screens without the results being instantly seen.
If you do not see a saved change on the screen, use the F5 key to refresh your screen (or right-mouse click on the page and choose the refresh/reload option). The full screen will refresh itself, and any saved change should be displayed.
Form Fields Are Automatically Populated With Incorrect Data
If random data appears in fields when you fill a form in Jackrabbit, your browser settings may have autofill enabled.
Disable autofill in your browser:
Screen Is Too Small
The display can be adjusted (zoomed in/out) in your browser by holding down the CTRL key and pressing the - (minus) key to reduce the screen size or the + (plus) key to enlarge the screen size.
Login Fields Don't Appear
On rare occasions, Jackrabbit may experience an issue with the login page on our marketing website (www.jackrabbitclass.com). This is NOT an indication that the Jackrabbit application is down. Your database is NOT affected if the Jackrabbit User Login screen is unavailable from this site.
If you are unable to access the Jackrabbit User Login screen from www.jackrabbitclass.com, go to https://app.jackrabbitclass.com/jr4.0/Login. Login from this screen with your User ID and Password.
Security Certificate Shows as Expired or Not Valid
Jackrabbit is responsible for sending secure information and we must maintain an SSL Certificate. An SSL Certificate is a means by which web servers prove their identity to web browsers, allowing a secure site to communicate privately with the web browser via the HTTPS protocol (found in the URL area at the top of your browser screen - before a web address).
An SSL Certificate is digitally 'signed' by a certificate authority, such as GoDaddy or Thawte, that web browsers already trust. This allows the web browser to verify the identity of a secure site before sending private personal information, such as bank accounts or credit card numbers.
SSL requires that the certificate be installed on our web server to prove we "are who we say we are." Though Jackrabbit's certificate is valid, on rare occasions, browsers do not recognize this. Some of the reasons a browser may not recognize a valid SSL certificate include the following:
- Windows does not have the most recent updates installed. Click here to scan for Windows Updates.
- The browser in use is an out-of-date version.
- The User's computer date clock is off (not set with the current date).
To view Jackrabbit's current SSL Certificate using the application URL, click on the lock icon in the browser address bar and select Connection is secure > Certificate is valid.
Jackrabbit Is Running Slow
Speed and usage are impacted by your internet connection, your Internet Service Provider (ISP), the type of internet connection (cable vs. DSL), the age of the computer, CPU, memory, and how many applications are currently running on the computer.
Considering the following if you feel that Jackrabbit is running slow:
- Have you cleared your cache lately?
- What browser version are you using? Make sure you are using the most recent version of your browser. Jackrabbit recommends the latest editions of Chrome, Microsoft Edge, or Firefox.
- Do you have a high-speed internet connection with enough bandwidth to accommodate your business needs?
- During a period when you feel Jackrabbit is running slowly, go to Speedtest to test your connection speed by area. It is possible that your internet 'pipe' experiences 'heavy traffic' during certain times. Running a speed test at the time of slow down will help you determine if your internet connection is slow in general.
- Check with your ISP to see if they are having outages or DNS issues. Most ISPs have a "down" webpage such as Downdetector that provides their current status.
Jackrabbit monitors our own application speed, and our development team is automatically notified when Jackrabbit servers are not responding within our strict speed requirements. The issue you are experiencing is most likely due to the way in which your ISP is directing you to the Jackrabbit servers; it may be that your network path has not been configured in the most effective manner by your ISP.
Traceroute Test for Latency
Another test you can try is a "traceroute" from your computer to the Jackrabbit server. The traceroute will show where the network path is experiencing latency (slowness). You can then provide your ISP with the traceroute results showing the latency location. It is important that you perform the traceroute at the moment that the system is running slow. It takes less than one minute to run a traceroute, and it will reveal where the latency is occurring between your computer and the Jackrabbit application server.
- To perform your traceroute, follow the steps from this Intermedia article.
- In Step 2, when it asks for the hostname (name of server), use 72.15.206.158. See highlighted portion below for example.
You can provide the traceroute results to your ISP. If you would like our Development team to review your traceroute and identify where your network path is experiencing the latency, please return a screenshot of the complete traceroute to our Support Team.
Anti-Virus Software
Jackrabbit prioritizes the security of your valuable data. However, we also recommend using an anti-virus software as an additional layer of protection for your computer against potential hacking attempts. An anti-virus software can potentially can affect speed and performance. Be sure to set it up to automatically update and scan your computer on a regular basis. If you believe you have malware and/or a computer virus, we recommend you consult a computer professional for assistance.
Contact Jackrabbit Support
If the above solutions do not solve your performance problem, feel free to reach out to our dedicated Support Team with details about your problem and your computer's or device's browser type . Click here to identify your browser type. Our team is always happy to assist you!
When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #2 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent.
Quiz #2 - Manage Users
| Number of Questions | Total Possible Points | Points Needed for an "A" | Points Needed for a "B" | Points Needed for a "C" |
|---|---|---|---|---|
| 8 | 8 | 7 | 6 | 5 |
