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Module Security

Eco Time allows you to create individual system operators (referred to as users) who have their own logins and passwords. You can either treat these users as individuals or combine them together into user groups. Eco Time also has Screen Security which allows you to prevent individual users or user groups from accessing certain screens, pressing buttons, etc. Each Eco TimeModule has a separate set of access rights, so a supervisor in one module may only be an operator in another module, or may have no access rights there at all.
Eco Time always comes with at least one supervisor pre-defined. This supervisor has a login code of Demo, and a password of Demo.
You can also setup a user so that he/she can only view a select group of employees. See the Security Filter Groups document for more information.


People who are going to use the Eco Time system are called Users and are set to either be a Supervisor, who has unlimited access within a specific module and can set the access rights of other users, or an Operator, who has access to the system but only where they are allowed to go.

Login Codes and Passwords

Each User has a Login code and a Password. The Login code identifies the user to the system. A user cannot change their login code. The Password is kept a secret by the user and prevents other people from using the user’s login code. For security reasons, if a user forgets their password then there is no way of looking it up. In this case a supervisor will have to delete them from the system and then re-add them.
From Eco Time Windows Authentication can be used to log into Eco Time.

Managing Users
Creating Users

Tip: When you start to setup module security, it is a good idea to first add a new supervisor user with all access. Then log in as the supervisor and test your access rights before removing the Demo User.

To create a User, proceed as follows:
  1. Select the Browse Users option from the Tools dropdown menu.

  1. Select the *Add*button to add a new user. The screenshots below are an example of how to add a new supervisor.

  1. Fill in the new User's information:
    1. First Name. This is the user’s first name.
    2. Last Name. This is the user’s last name.
    3. Login. This is the user’s Login name. Please note: Whenever a new user is created, the system automatically assigns this Login name as the User’s Password which can be changed by the user once they have logged onto the system.
    4. Work Group or Filter Group. If required, a Work group or Filter Group number can be assigned to the user. Default value is 0.
    5. Email Address. This is the user's email address.
    6. Level. Use the select buttons to assign the users access level.
      1. Supervisor. By default, a Supervisor has full access to all the modules.
      2. Operator. An operator has limited/defined access to the module.
      3. No Access. User has no access at all.
    7. *Initial Access.*If a user is defined as an Operator, then one of the following access options can be selected from the dropdown list:
      1. All Access. By default, the user will have access to all the screens and buttons in the module. They will then need to be specifically excluded from wherever they aren’t allowed to go.
      2. No Access. By default, the user will have access to none of the screens and buttons. Specific access will then have to be granted to the modules, including the main menu screen.
    8. User Group. This allows you to treat the users together as a single group. By default the user is not assigned to a group.
  2. Click on Ok to save the user details.
Changing / Removing Users

To change or remove a user, use the respective buttons at the bottom of the Browse Users window.

*Please note: *A supervisor cannot change a user's password if they have lost or forgotten it. The user would have to be removed and added again. It is therefore very important to not lose the supervisor login and password.

User Groups

By combining users together into groups you can simplify administration i.e. all the users in a group will have the same access rights in TNA e.g. they can only manage employee clockings, approve leave, print reports and roster employees.
However you also make the system more rigid. By leaving the users as individuals you can grant and restrict rights to them individually. The method you choose will largely depend on the number of operators that are using the system.

Creating a User Group
To create a new User Group, proceed as follows:
  1. Select the Browse Users option from the Tools dropdown menu.
  2. Select the*Maintain User Groups* button.

  1. When the Browse User Groups window is displayed, select the Add button. From the Browse User Groups window, User Groups can also be changed or deleted by first selecting and highlighting the particular User Group and then selecting the appropriate action button.
  2. Enter the User Group Name, Default Access and the Operator Level as required and then select the OK button to add the new User Group.

Once User Groups have been created, Users can be assigned to them when creating new users or by editing the Users information as described under the Users section of this document.

Changing a Password
To change your Login password, proceed as follows:
  1. Log onto the system using your current password.
  2. Select the Change Password option from the Tools dropdown menu.

  1. Type in your old password and then press the _Tab_ key. If this is the first time that you are changing your password, remember that your password is the same as your login code.
  2. Type in your new password and repeat it in the Verify Password box in order to prevent spelling errors.
  3. To save your new password, select the OK button.
Setting Operator Access Rights

After creating an operator user or user group you can now set their access rights to the modules and windows in Eco Time.
If the user's initial access has been set to All Access you would need to select the windows / buttons you want to restrict access to. If the user's initial access has been set to No Access you will need to select the windows / buttons you want to grant them access to.
This operation can only be performed by a user with Supervisor rights.


There are two ways in Eco Time to set access rights:
  • By setting the rights to each window by using Ctrl-F8.
  • By using the Set User Access window.
Setting Window Rights
Module Access
If you have set the user's initial access to No Access, you need to grant the user or group access to open the module (User or Configuration module):
  1. Open the Eco Timemodule to be managed.
  2. When the required module’s main screen is displayed, hold down the Ctrl key and press the F8 key. The Set Access Rights window will open, listing the operator user groups and users.

  1. Move the mouse curser onto the Access permission for the selected operator and then double-click the left side mouse button. This will toggle the permission between ) and (does not have access to this module/operation).
  2. Once the operator access has been set as required, select the OK button.

In the above example the Access column is used to allow access to the particular module and the rest of the columns are used to allow access to operator options available in this module.

The Tasks, Query and Bulk columns refers to all the operations available under the Tasks,Query or Edit_and _Bulk drop down menus in the User module. The Report column refers to reports and payroll extracts. Roster covers all the rostering options and Sys Admin will restrict or grant access to File Manager operations.

Please Note: In order to grant access to the Browse Employees, Global Clockings, Daily Hours, Payroll Hours and Leave windows, the Query Menu will need to be enabled as well as access to each individual window.

Operations Access

You, a supervisor, have given your operators access to the User module. Now you need to restrict/grant them access to the operations available in the module. As an example, we need to setup a user group to be able to access and manage employee clockings and approve unauthorised daily overtime. Keep in mind that the newly added group has been set to No Access so you would need to grant access to each window they must be able to open.

  1. Open the Browse Employees window (). Press Ctrl-F8.

  1. Grant the Group/ User the required access rights and click on Ok.
  2. Select any employee and click on the Clockings option and press Ctrl+F8.

  1. Seeing the the operators in the Group/User must be able to add and changeclockings select the options and click on Ok.
  2. Click on the Add button in the Browse Employee Clockings window and press Ctrl-F8.

  1. Select all the options otherwise the operator will not be able to change or save any of the changes they need to make. Click on Ok.
  2. Close all the update and browse clocking windows and select the Daily Hours option from the Browse Employees window. Press Ctrl-F8.

  1. Grant access to open the Browse Daily Hours window and click on Ok.
  2. Click on the Overtime button and press Ctrl-F8.

  1. Select all the options as the user should be able to fully manage daily overtime authorisations. Click on Ok.
  2. Click on the *Add*button in the Daily Overtime Authorisations window and press Ctrl-F8.

  1. Select all the options and click on OK.

Follow the same procedure to restrict/grant access to other windows.
To test the setup, log in as one of the operators and try to perform the oprations you have granted or restricted access to.

Using the Set User Access Window
Setting user access rights can be quite a tedious process when setting access to each and every window. In Eco Time you have the option to do everything from a single window:
  1. Select the Set User Access menu option from the Tools menu and click on the Users option in the far left column.

  1. Select the users or user group you want to set the access rights for under the Users: column.
  2. Select or deselect the options under the Access Points: column.
  3. Click on Close when you are done.

If you have multiple operators in Eco Time you can also view who has access to a window from the Set User Access window. You can do this by selecting the Access Points option. Now when you select the window under the Access Points: column you will see which users have access to the selected window/button.

Windows Authentication

This feature is available in the Enterprise Edition from Eco Time and later.

Eco Time will automatically log the user in if the user has successfully logged into Windows.

This feature requires that the user login in Eco Time matches the Windows user login so when adding your users in Eco Time make sure that the Login Code that you add for a user matched the login used in Windows. In the pictures below we have an example where the user, Careen van der Merwe, has the Windows login "Careen vd Merwe".

In Eco Time, the Login code must match:

Please add a Eco Time administrator Windows and Eco Time login before enabling this feature.

Enabling Windows Authentication
Once the users have been setup in Eco Time and Windows, you can enable the feature:
  1. Open the Configuration module and select the System Features icon .
  2. Select the Standard tab option and tick Use Windows Authentication.

  1. You have the option to only use Windows Authentication for logging into Eco Time, but BE WARNED: if you did not setup a Eco Time administrator login for windows and aEco Time login, you will not be able to log into Eco Time again once you close Eco Time!
  2. Click on Ok to save the changes. Authenticated user will now be logged into Eco Time automatically.

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Updated by Robert de Jager on 11 MAY 2022
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