User

A user account is required for all interactions within the GoTour app. With a user account, users can access GoTour from anywhere using a web browser and internet connection. The creation of user accounts is done by users with permission to create accounts. These users belong to the "Manager" user group or have specific permission to create user accounts. While some user account information can be managed by the account holder, other information can only be managed by users with higher level permissions. For example, a user can edit their full name but cannot change their list of authorized offices. Users with low level permissions can change their full name, alias, phone number, and note. A user can set his or her own password if the password policy allows it.

Change Password

If you are an administrator or a password policy is used which allows a user to change their own password, a "Change Password" menu (pencil on paper icon) will be displayed in the navigator. To change your password enter a new password when prompted. Confirm the password and select update. The password policy rules are displayed when changing a password. If you are receiving warnings when changing your password be sure you are following the password policy rules.

The following section is for users with Manager level privileges.

In addition to the basic information that can be set by an account holder, managers have additional control over user account settings.

Offices

The office assigned to a user is used for tagging items with a specific office. Customers, tours, reservations, receipts, charges, and refunds are all tagged with an office when the item is created. The office used for tagging an item is the office associated with the user creating the item. For single office companies this will always be the same office. For companies with multiple offices the office can be any office in the user's authorized offices list. The authorized offices list can also be used to allow (or block) a users access to items tagged with a specific office. This organization allows companies to separate their data by office. See the "Office" topic for more information.

Timeout

A user session begins when a user logs into GoTour. The duration of the session is controlled by user action (sign off) and by the timeout, whichever comes first. You can control the duration of a user's session by adding a positive timeout value (greater than zero). A timeout value of zero is considered no expiration and, therefore, the user's session will **never expire. When a user's session expires they will be forced to sign into GoTour again to continue their work.

User Groups

A user may have specific tasks to do in GoTour. In order to do these tasks a user needs permission to certain areas of the application. Access to areas of GoTour are controlled by permissions. Users can belong to user groups which have a common set of permissions for performing tasks. For example, a user that is part of the "Tour Builder" user group is granted permissions common to building tours. Adding a user to user groups is a quick way to grant permission to a user without having to grant each permission individually. This saves administrative time and effort when setting up a user's access to areas of the application. To add a user to a user group click the box next to the group name and save the user.

Adding a user group for a specific user can be used to assign specific permissions for the user. For example, a user with their own user group can be granted permission to see a specific tour report that is only available to users in the tour manager's group, without granting the user permission to see all the tour reports that tour managers can see. This allows you to give fine granular access of information to a user.

Use the following instructions to add a new user group for a specific user:

1. Navigate to the user's account page and select the menu "Add User Group".
2. Confirm the creation of the new user group when prompted. A save affirmation message will display if the creation of the user group is successful. The new group will be automatically selected (checked) in the list of groups.
3. Save the user's account to add the user to the newly added group.

For more information see user groups.

End Session

You can force the end of a user's session by using the "End Session" menu (person with X icon) from a user's account page. Ending a user's session will expire their session. The user will be redirected to the sign in page upon next navigation (or other action). When managing user accounts (other than your own), changes to the office information (office/authorized offices) will require the user to be logged out of their account. You can use end session to complete the changes of a user's office information when the user has an active session. We suggest contacting the user to request a graceful sign out vs. ending their session. The end session method is a brute force approach that works but can result in lost work for the user. You will be prevented from saving office changes for a user with an active session.

For user account suspension or termination you should close the user's account (System/Users/Close) prior to ending their session to prevent future sign ins. This step is not needed if the session expiration is meant to be temporary.

Lock & End Sessions

There may be times when you need to lock and end the session of all signed in users. This action will immediately expire all user sessions and lock GoTour. Users will not be able to sign in until you unlock GoTour. The lockout does not apply to other users in the manager user group. A good use for locking out all users (except managers) is during bulk data archiving such as tours and customers.