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Users/Access/Passwords

Clients & Profits features a sophisticated user-based password system to keep your database secure. The system tracks who’s using the database based on user initials.


Use these buttons to add, edit, clone, or delete users. To see current and past user activity, click the Last User Logins button. This window will show you who is currently logged into the program and what window they were last viewing. You can also issue the most recent update to users using this window.

You can filter the user list by all profit centers, or by specific profit centers.

Pick a staffer from this drop-down menu. You can also find users by name by typing their initials (or whole name) in the search field above.

Staffers from all departments are shown by default. To view only staffers from a specific department, choose the department from this drop-down menu.

User initials can be changed here, along with the users full name. To begin making changes, you must first click the edit button above.

Select what this users role is in the agency using this drop-down menu. Choose from user or system manager.

Enter the users password here, along with an optional expiration date. You may also give temporary access to the database to a user or freelancer by entering a date in the "No access after" field.

If this user is part of a team, enter the team name here.

You can automatically set Clients & Profits to open a specific window (such as the Creative Dashboard or Time Card) in the program by choosing it from this drop-down menu. Clients & Profits is set to not open any windows automatically by default. If you prefer that, leave this menu set to "None."

The default print to function can be customized for each user as well. Choose to print to screen, printer, PDF, e-mail, HTML, or file.

Choose a dashboard for this user here. The Creative Dashboard is selected by default.

Select the profit center that this user is part of here. All Profit Centers is selected by default.

Users can be approved to email reports to anyone, no one, or specifically clients, vendors, or staffers.

When using the Jobs Lookup List, jobs can be set to specifically looked up by job status by default.

Time can be set to be tracked by the daily time card, weekly time card, or the click-time card.

The passcode for jobr can be the same password used above for logging into the database, or one specifically made for jobr. Once stored in the database, passwords are encrypted and cannot be retrieved. If a user has lost their password, a new one will need to be entered here.

There are two types of web access available to users through Clients & Profits: a simple web time card, which is viewable from an iPhone, or the Jobr web project manager, which is available for the iPad and web using a Safari, Firefox, or Chrome browser.

Use these checkboxes to select what this user has the privileges to approve, including time sheets and expense reports. If you're in a hurry, use the links at the bottom of the window to give this user limited access or all access to everything in the program.

Select these options to disable spell checking, hide tooltips, or to automatically log the user out at a specific time.

NOTE: Enabling the spell check function considerably slows down network connectivity to Clients & Profits and could cause the program to act sluggishly.

Select the areas of the My menu that you wish to grant access to for this user using these checkboxes. To grant limited access or access to all menus, use the links at the bottom of this window.

Select the areas of the uMedia menu that you wish to grant access to for this user using these checkboxes. To grant limited access or access to all menus, use the links at the bottom of this window.

Select the areas of the Jobr menu that you wish to grant access to for this user using these checkboxes. To grant limited access or access to all menus, use the links at the bottom of this window.

Select the areas of the Accounting menu that you wish to grant access to for this user using these checkboxes. To grant limited access or access to all menus, use the links at the bottom of this window.

Select the areas of the Lookup menu that you wish to grant access to for this user using these checkboxes. To grant limited access or access to all menus, use the links at the bottom of this window.

Select the areas of the Setup menu that you wish to grant access to for this user using these checkboxes. To grant limited access or access to all menus, use the links at the bottom of this window.

Select the areas of the Snapshots menu that you wish to grant access to for this user using these checkboxes. To grant limited access or access to all menus, use the links at the bottom of this window.

User access for adding and deleting job tickets can be changed using these checkboxes. To grant limited access or access to all parts of adding or deleting a job, use the links at the bottom of this window.

Job completion for this user can be shown as a percentage of estimated vs actual hours, percentage of finished to unfinished tasks, percentage of budget vs costs, percentage of the estimate remaining, or by showing the days left before the job is due.

Choose whether this user can add job tasks anywhere in the program at any time, anywhere in the program, but only from existing tasks, only from the Job Tickets window, or never.

If this user needs to be able to remove job tasks from a job, select this checkbox.

You can limite the user's tasks to a specific group (production, creative, AE, etc.) by selecting the group from this drop-down menu.

Select the parts of a job that this user needs access to update using these checkboxes. To grant limited access or access to all parts of a job, use the links at the bottom of this window.

This drop-down menu will allow you to grant the user to change all job statuses, or just specific job statuses.

If you would like to keep this user from seeing job estimates, change orders, costs, and billing amounts, select this checkbox.

Users have the option to track time just for themselves, for their profit center and their department, or any department, or for anyone, anywhere. You can also restrict the number of days they have to track time. There are also options to add time to closed job tickets, hide costing and billing rates, and they have the option to import time.

Users have the option to add expense reports for anyone, for themselves, or not at all. You can also limit the number of days that users can add expenses for.

Select these options to give users the permission to write employee advance checks, or job cost checks.

Users can also be given authority to transfer job costs or update work in progress amounts and billed status.

There are several security options available. Users can be set to verify/recover data, renumber jobs, unpost checks and invoices, post entries on behalf of other staffers, show net amounts for job costs, or show cost rates and amounts for time.

Use these options to allow staffers to change default G/L numbers on jobs, A/P, A/R, checks or payments. They can also add/edit/GL accounts, edit G/L budgets, or see confidential G/L accounts.

There are many G/L tools available for users of the program, including importing payroll, transferring account balances, adjusting journal entries, the G/L auditor, the Close Year utility, adding recurring journal entries, the G/L reconciliation tool, and the overhead allocation worksheet.

Select these options to allow users to view A/R invoices, change tax settings on estimates and invoices, and see/change sales commissions.

Other security options available for users: Requiring a cost amount on purchase orders, disallowing users to change order amounts, or preventing them from deleting purchase orders created by other users.

In these fields, you can set a user's PO limit and a user's media order limit. If you don't want this user to add POs or media orders, set these limits to $0.

There are three budget options available. You can choose to alert when a job task is within a specific percentage of its budget, stop when a job task is over its budget, or don't alert the user at all when a task gets near or goes over its budget.

A custom alert can be written in this field when a job task is approaching its budget.

This custom alert will appear when a job task goes over its budget.



Adding new users

Anyone who will ever use Clients & Profits, even just once, must first be added as a user. Every user is identified by his or her initials (or some other code; it’s your choice) and a password. Every user has his or her own password, which is unique. When a user starts Clients & Profits, they will be prompted to enter their initials and password; if the password is wrong (they get three tries), they can’t open the C&P database.

Manager-level users can add, edit, and delete regular users, plus they can change the system’s default settings (e.g., Preferences, Report Options).

The Users file is different from Staff file. Users are people who can access Clients & Profits, while Staff members are the shop’s employees. They are usually identical, since most employees typically use C&P. Everyone who works for the company should be added as a staff member, while only those people who will use Clients & Profits should be added as “users.” Staff members and Clients & Profits users may have the same initials. Changing the user’s name or initials doesn’t update the staff information, and vice versa; if you change information in one window, you should change the other as well.

To see Clients & Profits users

1 Choose Setup > Users, Access & Passwords.

To add a new user

Adding a new user is a two-part process: First, you’ll enter the user’s initials and name; then, you’ll give the user access privileges. Or, you can add a new user by cloning the access privileges of an existing user.

1 Choose Setup > Users, Access & Passwords.

2 Click the add button, or choose Edit > Add New User.

3 Enter the new user’s initials, name, and other general access privileges, then click Save.

Once the new user is saved, you can give the user his or her access privileges (see the following pages for a detailed description of each option).

To clone an existing user

Access privileges from an existing user can be copied to a new user using the “clone” command. Cloning makes it easy to add several users that do the same basic things, such as account executives.

1 Click once on the user you wish to clone, then choose Edit > Clone User.

2 Enter the new user’s initials, name, and department then click Save.

The new user’s record will be saved with the same general access privileges as the existing user. Later, you can used the tabs to change the new user's other access settings. Changing the new user’s access settings doesn’t affect the existing user.

To edit a user’s name

1 Click once on a user, then click the edit button.

2 Make your changes, then click Save.

The changes take effect immediately.

To delete a user

1 Click once on a user to select it.

2 Click the delete button, or choose Edit > Delete User.

Once a user is deleted, he or she won’t be able to open the database with their initials. You can add the user again anytime. Deleting a user doesn’t erase the work he or she has done.

To print a user list

1 Click the print button, or choose File > Print User List.

Setting automatic quit times

Clients & Profits can automatic quit itself at a scheduled time each day to allow the database to be backed up. The Automatic Quit Times window lists each user and the time kicked out of C&P. Since backups can’t be made if Clients & Profits is running, the daily backup won’t work if someone forgets to quit the program.

The quit time is entered in hours and minutes, anytime between 6 PM and midnight. Don’t set the quit time in the morning (e.g., 1 AM), or else you’ll quit automatically when the users start working in the morn

1 Click the Quit Times link or choose Edit > Set Automatic Quit Times.

Setting a user’s budget alerts

Budget alerts warn users when they are working near or over a job’s budget. These warnings appear whenever users add job costs, time, or purchase orders. Alerts appear when a job task is getting near or over its budget amount.

The warning itself can be customized for each user, so different users can get different kinds of messages. Managers have complete control over how and when budget warnings appear. Different alerts are used for purchase orders, time, and job costs (i.e., payables and expenses) for flexibility. These options let you program a budget alert for POs, for example, but not time sheets.

There are no master alerts that affect everyone (except, that is, for status alerts -- but they aren’t based on budgets). Alerts for different users must be changed one at a time. If a user does not have any over-budget alert notifications set up, an over-budget alert won't be sent.

Over-budget emails go out first-thing in the morning. Immediate over-budget emails are sent from the pop-up Budget Alert window, but this window only pops-up based on the over-budget alert settings for each user

Budget alerts can be set to appear at any percentage of the budget remaining, such as when the costs are within 10% of the task’s budget. The alert is based on the amount of the job cost that the user is adding. Setting budget alerts to appear at 99% causes a warning to appear nearly every time a cost is added.

The budget alert lets users see how much of the task’s budget remains. The alert dialog box shows the job’s budget, estimated hours, actual hours, and the amount of the budget remaining -- as well as the special message entered by a manager. Different messages can be entered when the user is nearly over the budget, or when the user has actually exceeded the budget.

Unless the option to stop users when over budget is selected, a user isn’t prevented from adding a cost just because it is over budget. Otherwise, the budget alert isn’t anything more than a warning or reminder. The decision to go over budget is still up to each user.

Why use budget alerts?

Budget alerts have two useful purposes: First, to warn a user that he or she is adding a cost that’s putting the job task over budget; and, second, to remind a user just how much has been spent on a job task up to that moment. Most importantly, budget alerts remind users of a job task’s budget as they work, helping to prevent overruns.

Ordinarily, a user doesn’t know what’s been spent so far on a job task when a cost is added. Since a job task can contain purchases from many different users at many different times, it’s not obvious just how much has been spent. Problems occur when things are purchased without having any part of the budget left -- the job task then goes over budget.

To set a user’s budget alerts

1 Choose Setup > Users, Access and Passwords.

2 Click once on a user name, then click the Budget Alerts tab.

Pop-up user budget alerts. Each user can have different budget warnings for purchase orders, costs, and time. Click on an alert button to edit the user’s budget warnings.

3 Click on one of the budget alert buttons: Purchase Orders, Costs, or Time.

The budget alert settings and warning messages appear, which you can change.

4 Make your changes, then click Save.

The changes you make take effect immediately. Budget alerts are entered individually for each user; the alerts you enter for one user do not affect other users.

Customizing the information center

The Information Center gives you a quick, convenient way to work through Clients & Profits.

The Information Center window opens automatically whenever you start Clients & Profits. You can choose an Information Center that best fits the way you work: Production, Accounting, or both. Clicking on the different icons on the Information Center opens various production and accounting windows -- just as if you choose them from a menu. When you’ve finished working and close a window, your Information Center returns automatically.

The user sees his or her initials, name, and photo (from the Staff window, if one has been pasted). The Information Center also features a customizable company message. This message appears on everyone’s Information Center window, alerting the staff to upcoming events, important deadlines, or agency news. The standard message is entered in the Agency Information window, and can be changed anytime. Special messages can be scheduled each day using the Daily Messages utility.

To open your Information Center window

Ordinarily, your Information Center window opens automatically after introducing yourself. It reappears after you close a production window. The Information Center is optional, so you may not see one. If so:

1 Choose My > My Information Center.

The My Information Center window opens.

2 Click on any icon to open a window.

To change your Information Center window settings

Only a manager can change the Information Center window setting for each user.

1 Choose Setup > Users, Access & Passwords.

2 Click once on a staff member's name in the User list on the left to select it.

3 Click the customize info center link.

The Customize My Information Center window opens.

4 Choose an info center option for each pop-up menu.

5 When you are finished, click Save.

6 Repeat these steps for remaining staff members.

The My Information Center window can have up to six shortcuts. When the Customized My Information Center window is first opened, the default shortcuts and graphics are entered automatically. For each shortcut you can choose a command from the popup menu and paste graphics for the shortcut icons.

To paste Information Center graphics

Graphics can be pasted into the Customize Information Center window from your clipboard, or directly from file. Each graphic must be exactly 46 pixels wide by 46 pixels high. Graphics must be in PNG format.

1 Click on an icon you wish to change, then choose Edit > Cut.

2 From your graphics program, find the graphic you wish to paste. Copy the graphic to your clipboard, then return to Clients & Profits.

3 Click inside of the icon field, then choose Edit > Paste.

If you've saved the graphics as PNG files, simply choose Edit > Paste From File, find the graphics on your hard drive or network, then click Open.

4 When you are finished pasting your new graphic icons, click Save.

5 Repeat these steps for remaining staff members.

Updating user email addresses

The update user e-mail addresses window lets you easily update the department and e-mail address settings for all staff members at one time.

Every staffer must have an e-mail address (e.g., john@agency.com). For security reasons, C&P e-mail is generally sent only to staff members and not to people outside the shop. This prevents confidential information from being sent to clients, vendors, and possibly competitors. However, "cc's" (i.e., carbon copies) and "bcc's" (i.e., blind carbon copies) have no such limitation. This means users who manually send e-mail from Clients & Profits can potentially send it to anyone.

To update user e-mail addresses

1 Choose Setup > Users, Access & Passwords to open the Clients & Profits Users window.

2 Click on the e-mail addresses link.

The Update User E-Mail Addresses window opens, displaying all staffers in your shop, including initials, name, department, and e-mail address.

3 Make any necessary changes in the department or e-mail address column. Only department or e-mail address settings can be changed.

Clicking the Match Teams button will compare the team settings for each staff member with their C&P User account. Once clicked, Clients & Profits will copy each staff member's team and department settings to their user records.

4 Click Save.



"Hands down, this Clients & Profits Helpdesk is the best of any support team." -- Kate Mistler, Fabiano Communications