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 from Manage Users & Permissions, under the Tools menu.
A Jackrabbit User ID must be unique throughout Jackrabbit's entire application.
- 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, who 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).
User IDs are managed from Manage Users & Permissions, under the Tools menu.
To add a User ID:
- Point to Tools and click Manage Users & Permissions.
- 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 giving 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 the one User ID/Password for both logging into your database and logging into the Staff Portal.
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 who 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.
Watch a (2:03) video tutorial on Permissions
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)
A facility offers two programs, Gymnastics and Cheer. Each of these programs operate 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 (Tools menu > Manage Users & Permissions > Click link to open a User ID profile).
When you add a new Jackrabbit User ID, not all User Permissions are granted (check boxes 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.
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 check boxes for the tasks you want this User ID to have permission to do and Save Changes.
A User must log out and log back in again to see new permissions take effect.
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.
Cloning Users is a time saver!
Set up one User ID with permissions and click the Clone User button to create more users with the same permissions.
- Point to Tools and select Manage Users & Permissions.
- Use the User ID link to access the profile of the User ID you want to clone.
- Select the Clone User button.
- Enter the New UserID.
- Enter a New Password and re-enter it.
- Add the email address for the user.
- Click Save and OK in the confirmation window.
- When the cloned user's User Details page opens, add their first name, last name, etc.
- Save Changes.
In the User Details section of a User ID profile (Tools > Manage Users & Permissions > User IDS > select a UserID), the User ID login Status field indicates the 'health' of the User ID.
All clear! The User is able to log into Jackrabbit.
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 I forgot my 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 Tools and click Manage 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:
- Point to Tools and click Manage Users & Permissions.
- Click the User ID that needs updating.
- Enter the new email address.
- Save Changes.
Jackrabbit offers visibility into the activities of each User ID.
- Optimize collaboration with the ability to see which User ID has performed a task.
- Provide an audit trail for transactions entered, deleted, or edited.
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:
|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 (Tools menu > Manager Users & Permissions) 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 older activity.
View Activity for All Users
View the activity of all Users at once using Search User Activity from the Tools menu. Use Search Criteria to search for a specific date range, User ID, Event, or Description.
You want to see a log of all edits made from November 1st to date.
- Select the date range of 11/1/2019 to 11/15/2019 and enter JT_EditTrans in the Event field.
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.
Click on the links to see the details.
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 Tools > 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.
If you experience computer issues (slow page load, etc.) while logged into Jackrabbit, be sure you are using the latest browser version and try clearing your cache. Older browser versions and not regularly cleaning the browser cache are the most typical reasons for web-based software issues. For more information see our Best Practice article Keep Jackrabbit Running its Best Online.
Jackrabbit Logs Me Out/Times Out While I am Working
If Jackrabbit logs you out while you are actively working, check the following:
- In any browser, you must have cookies enabled in order for Jackrabbit to work properly.
- In any browser, clear the cache and browsing history.
Jackrabbit Appears To 'Freeze Up'
Problems like this are usually attributable to Safari Browser users. Jackrabbit does not run well in the Safari browser at this time. We recommend that our Mac users consider using Firefox.
Information Isn't Saving
Jackrabbit utilizes a time-saving feature called Background Save. The 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.) On some screens a change can be made and saved without the results being instantly seen.
If you do not see a saved change on 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.
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 for any reason you are unable to access the Jackrabbit User Login screen from www.jackrabbitclass.com, go to https://app.jackrabbitclass.com/jr3.0/Login.
Login from this screen with your User ID and Password.
Security Certificate Shows as Expired or Not Valid
Because Jackrabbit is responsible for sending secure information, we are required to maintain a SSL Certificate.
A 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.).
A 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 account 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. Scan for Windows Updates at http://windowsupdate.microsoft.com.
- The browser in use is an out-of-date version.
- The user's computer date clock is off (not set with the current date).
Jackrabbit Seems to Run Slow
There are many factors that affect your use of Jackrabbit, and many of them aren't directly related to Jackrabbit itself. Speed and usage are impacted by your internet connection, your ISP (Internet Service Provider), the type of the internet connection (cable vs. DSL), age of computer, CPU, memory, and how many applications are currently running on the computer.
If you feel that Jackrabbit is running slow, consider the following:
- Do you have a high-speed internet connection with enough bandwidth to accommodate your business needs?
- What browser version are you using? Make sure you are using the most recent version of your browser. Jackrabbit recommends the latest editions of Firefox or Google Chrome.
- During a period when you feel Jackrabbit is running slowly, go to http://www.speedtest.net. This website allows a user to test 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 ISP'S have a "down" webpage that provides their current status, for example http://downdetector.com.
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.
Another test you can try is a "trace route" from your computer to the Jackrabbit server. The trace route will show where the network path is experiencing latency (slowness). You can then provide your ISP with the trace route results showing the latency location. It is important that you perform the trace route at the moment that the system is running slow. It takes less than one minute to run a trace route 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 article:
In Step 2 when it asks for the hostname (name of server) use 220.127.116.11
This means at the prompt in Step 2 you will enter tracert 18.104.22.168. It will be similar to the yellow highlight in this 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.
When you have worked through all of the articles outlined in the lesson plan, 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"