Securing your financial data requires strict internal controls over who can access specific functions within your accounting system. FastFund Online uses a granular permission system that limits access to authorized users who log in with unique credentials. This lesson covers how to create user groups based on job roles, add new authorized users, and manage permissions to ensure proper segregation of duties.
Access to FastFund Online is managed through a three-step process typically performed by the Company Administrator. This hierarchy streamlines the setup for new employees and ensures consistency:
1. Set up User Groups: Define roles based on job responsibilities (e.g., Accounts Payable, Payroll).
2. Set up Authorized Users: Create profiles for individuals with their login credentials.
3. Assign Permissions: Link users to specific groups or individual rights.
User Groups allow you to assign multiple permissions to a single role. This is beneficial for organizations with clear segregation of duties. For example, an “Accounts Payable” group might have permissions for Vendor Maintenance, Pay Bills, and Check Printing.
To set up a User Group:
1. Navigate to Administration > User Management > User Groups.
2. Click the New (+) icon.
3. Enter a Group Name (e.g., “Finance Team”) and a Description. Click Save.
4. In the permissions window, move specific rights from the Available Permissions column to the Assigned Permissions column by double-clicking them or highlighting them and clicking the Right Pointing Arrow (> ) icon.
5. Click Save to finalize the group.
Only a Company Administrator can add new users to the system.
To add a new User:
1. Navigate to Administration > User Management > Users.
2. Click the New (+) icon.
3. Enter the user’s Name and Email Address.
4. Create a temporary Password and confirm it. The password must meet the following complexity rules:
◦ Minimum of six characters.
◦ At least one capital letter.
◦ At least one lowercase letter.
◦ At least one number.
◦ At least one special symbol.
5. Click Save.
Once a user is created, the User Information window appears, allowing you to assign their rights.
• Company Administrator: Check the Administrator box only for users who need high-level access, such as setting up company data, unlocking budgets, or posting transactions in a “Soft Closed” period,.
• Groups & Permissions Tab: You can assign permissions in two ways:
◦ User Group Permissions: Select a pre-defined group from the dropdown and click the Right Pointing Arrow (> ) to add it to the Associated Groups list.
◦ Individual User Permissions: Select specific tasks from the Available Permissions list and move them to the Assigned Permissions list.
Read-Only Access: If you want to assign read-only rights to a user (e.g., a board member), assign them the Reports permission only. This allows them to view data via reports without the ability to add, edit, or delete transactions.
FastFund maintains a strict audit trail. If a user has never entered data, you can delete their account entirely. However, once a user has entered transactions, their history is permanently logged in the Audit Log. In this case, you cannot delete the user; you must instead mark them as Disabled to prevent future access while preserving historical data integrity