User permissions & preferences

User permissions & preferences
User permissions control who can log into the system and what they can do once they’re in.  User preferences control how the system behaves for each particular user.
There are two levels of user permissions that you need to know about.  The first are Windows permissions, the second are Navigator permissions.


Your system will be set up to automatically re-start in the event of a system failure, so the normal Windows login and password must be the same on all machines regardless of who’s using them.  Within Navigator however, it is vitally important that each user has their own username and password because Navigator creates a daily log that records a complete history of who has done what on the system.  So if someone edits a booking the log will tell you who edited the booking and what time it was edited.


Windows permissions
Let’s look at Windows permissions first…   
On each machine Windows will be set-up with two usernames, one for standard users and one for owner/managers.  The standard user login will restrict what can and can’t be run on the PCs, whilst the owner/manager login will not be restricted at all.


When all machines start-up they will automatically logon using the standard username and password.  However, you can over-ride the automatic logon and use the owner/manager username and password if you need to.   


The standard Windows login will be…


Username user
Password logon


The owner/manager Windows login will be…


Username admin
Password Password of your choosing


If you want to log into Windows using the owner/manager username and password, hold down the Shift key on the keyboard whilst logging out.  This will stop the system from automatically logging in again and instead it will present you with a login box.

Changing the Windows Owner/Manager password
The owner/manager password can be of your own choosing and for security reasons this should be changed on a regular basis.  To change the password just follow these instructions…
1. Log into Windows using the topadmin username and password


2. When you have logged in, press Ctrl+Alt+Delete.  This will bring up the Windows Security window


3. Click on the Change Password button to bring up the Change Password window


4. Enter the old (current) password followed by the new password twice


5. Click OK


Navigator usernames & passwords
The Navigator usernames, password and permissions are set-up within Password Maintenance which is found on the Configuration menu.  User permissions define what each user is and isn’t allowed to do on the system.
For ease of use we’ve created three types of user, Telephonist, Despatcher and Manager.  Each type of user has a standard set of permissions which can be customised if necessary.  For example, the default telephonist permissions will not allow a telephonist to price jobs but you can personalise the permissions so that a particular telephonist is allowed to price jobs.


The Password Maintenance window


1. To get into Password Maintenance, click on the Configuration menu


2. Choose Password maintenance
The password maintenance window shows a list of users.  You can view the permissions for each user by simply selecting the user.
Windows XP also keeps a full log of all system activity, so you can track any changes made to the configuration of the machines.
It’s very important that you set each user up individually on the system rather than just having one user name that several users share.  This means that each user is accountable for his/her actions on the system.


Adding a new user and assigning permissions
When you set up a new user on the system, you must firstly just add their name and password and then go back and set their permissions…
1. In the Password Maintenance window, click Add User


2. A box will appear asking you to enter the name of the new user, enter the name and click OK


3. Enter their password in the Password box and enter the same password again in the Confirm password box


4. Click on one of the user default buttons at the bottom of the window that best describes the user


5. Click Close


Modifying user permissions
When you first set-up a new user and choose their user type i.e. Telephonist, Despatcher or Manager, default settings are applied to them.  To test this, set-up a test user in Password Maintenance and with that test user selected, click on each of the user types and see the permissions change…


Telephonist permissions
When you apply telephonist permissions, you’ll notice that the user is not permitted to do much on the system.  All the permissions apply to tasks that can be undertaken on or around the Booking Screen…



Despatcher permissions
When you apply Despatcher permissions to a user you’ll notice that they get all the permissions of the Telephonist plus permissions pertinent to the Despatch Screen.  You’ll notice a few other permissions including permission to print reports…


Manager permissions
The Manager permissions allow access to everything on the system…


User Preferences
Each user of the system can choose to have certain features turned on or off, for example, there is a message that pops up whenever a driver logs on to his/her datahead.  For some members of staff this may be a very useful feature but for others it might just be an annoying distraction!


 1. Click on the Configuration menu  


2. Choose User Prefs


OK, let’s take a look at the options in more detail…


No driver request beep
If this option is checked, it will stop the PC beeping whenever there is a driver voice request.


Start on Despatch Screen
If this option is checked, whenever you log into the system, Navigator will automatically switch you to the Despatch Screen rather than starting on the Booking Screen.  This is particularly useful feature for Despatchers.


Caps Lock
If this option is checked, your keyboard will automatically switch the Cap Lock key on which means that everything you type will be in uppercase (capital letters).


Switch to Booking Screen when phone rings
If this option is checked, Navigator will automatically switch to the Booking Screen whenever there’s an incoming call.  This is particularly useful for Telephonists who are taking bookings but may prove irritating for others!


Close blank telephone bookings  
If this option is checked, blank telephone bookings will be automatically closed when the telephone is hung-up.  So if no booking details are taken during a call, the blank booking form that automatically opens when a call is picked up is automatically closed when the call ends.


Call Pop  
If this option is checked, the call pop window will not appear when the telephone rings.  Generally in taxi companies, it’s only the telephonists who want the call popping, whilst despatchers and other office staff & management probably won’t want the call popping window to appear.  


Default Info Tab
This selection offers a choice of which information tab is shown by default on the Booking Screen; Booking Limits Graph, A/V (voice recording) or PBX (incoming telephone calls).


Popup no show warnings
If this option is selected, a message will be displayed whenever a driver signals a No Show on his/her datahead.


Popup driver logon  
If this option is selected, a message will be displayed on your screen whenever a driver logs onto the system and is particularly useful for despatchers.


Popup driver logon failure  
If this option is selected, a message will be displayed if a driver is unable to log on to the datahead in his/her vehicle.  Again this is particularly useful for despatchers.


Popup Zone Rank Exceeded
If this option is selected, a message will be displayed if a driver attempts to log into a zone where there are already sufficient drivers.  Please refer to Setting the Rank Limit in this guide for more detailed information.


Show Vehicle Type
If the Show Vehicle Type option is ticked, the vehicle type abbreviation is shown next to the driver ball on the Despatch Screen for easy identification of vehicles.  For example, 7S might be shown next to driver number 01 to indicate a 7 seater vehicle.  For more information about specifying the vehicle type abbreviations that are used by the system, please refer to Vehicle Types in this guide.


The vehicle type abbreviation showing next to the driver ball on the Despatch Screen
Booking Limits Graph Voice Recording PBX Incoming Calls

“All” display type

This option specifies what summary information is displayed in the first column of the Plots/Zones area of the Despatch Screen.  If Summary is selected, the Plot/Zone area shows a list of the number of clear drivers, soon to clear drivers, passenger on board drivers, on route drivers and the number of drivers on a break.  If Overall Queue is selected, the Overall Queue will be shown in the first column of the Plot/Zone area.


Active Driver Queues
There are two options within the Active Driver Queues section of User Preferences, 15 Minutes or Despatch Minutes Ahead.
In the Plot/Zone area of the Despatch Screen, usually just “active” plots or zones are shown, i.e. plots/zones with cars in them.  However, Navigator also shows plots/zones that have jobs due imminently.  This setting can be used to either tell Navigator to display these plots/zones that have jobs due within the next 15 Minutes or to use the Despatcher’s Minutes Ahead setting.  To find out more about changing the Despatcher’s Minutes Ahead setting, please see Filtering the Bookings in the Despatcher User Guide.