Introduction
Dolphin allows you to configure all the users that can log in to the BMM and define what areas of the system they can use and to what extent.
Once a user is configured to access the BMM, their Security record will be available in the BMM from Options > User Security > Staff Security Search:
The User Setup tab includes the staff contact details, list of sources they can import or capture bookings from, and other default settings related to the use of the BMM application.
The User Security tab on the other hand is where you can link the user to a security profile and also configure a few overrides to what is configured within it.
- The purpose of security profiles is to group users by their job roles and assign them similar security settings. Users can have individual access to branches and profiles if needed.
- Security profiles can be managed from Options > Access Profiles > Security Profiles. This is only enabled if the user has the Supervisor security setting ticked in the Roles/Profiles tab of the security profile linked to their Security. The search dialog allows the user to filter by profile name, team, group and deleted status.
- The search results grid shows the profile name, team, group, in use, supervisor and deleted columns. Users can copy, add, retrieve, delete or undelete a security profile from the search results.
- Users can add a new security profile or edit an existing one by filling in the profile name and description fields. The user can also configure various settings across different tabs, such as Financials, Access/Updates, Roles/Profiles, etc.
From poor practice…
A security profile holds all the permissions and restrictions that apply to all the users linked to it. But how useful can a Security Profile Name be and how important is it to assign meaningful names to the security profiles configured in your Dolphin database?
If you retrieve a staff security dialog and the security profile linked to it is called “Profile 10”: does it tell you what kind of permissions the profile includes?
And if you search for the list of security profiles configured in your database and you display the below list, does it help you see what kind of profiles are configured?
And if you are creating a new user security for a new member of the accounts team, and you need to link a security profile to it, how would you pick the right one from such list? Would you check each existing security profile? Or would you just create a new one?
...to best practice
The more meaningful the data that you enter in the BMM, the better. This is when the system will really start to do the hard work for you.
So, let’s look at ways to improve the use of security profiles:
- Regardless of the size of your company, you don’t need a huge number of security profiles. Generally, you should have a security profile per department (Reservations, Accounting, Marketing, Management) and perhaps a few more for staff that work across departments (Management and Accounting) or have a slightly different set of permissions than the rest of their team (for example, a Reservations Manager who doesn’t have all the permissions of Management).
- It is important to remember that if one or more users within a department require a different branch access and/or reports or task list access, these can be achieved via overrides. You don’t need to create a separate security profile.
- If the security profile name is meaningful, it will tell you what set of security you can expect to be configured within the profile. For example, let’s pretend that the below security profiles are configured in your database:
Now, if you have a new starter in the accounts team, you can easily link their staff security to the Accounting security profile.
Linking each staff member to the appropriate security profile, will help you manage the dissemination of a new setting very quickly to a team by updating one security profile only.
If you realise that your security profiles need to be tidied up, take this opportunity to streamline security profiles and settings.
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