Select Maintenance > Labor > Security Roles to access this function. Security Roles control access to Back-of-House functions available in your configuration management tool, either Aloha Manager or Aloha Configuration Center. The products currently supported by the configuration management tool and for which you can establish security roles include: POS (Aloha Table Service, Aloha Quick Service), EDC (Electronic Draft Capture), Aloha Kitchen, Aloha Takeout, and ORDERPOINT!.

When you create a security role, you assign rights to that role that allow an employee to view, add, edit, or delete records in the Back-of-House for these products, very like how POS access levels control tasks an employee can perform in the Front-of-House. Use the Security Roles function to create the various security roles your operation requires and then use the Employees function to assign a security role to a specific employee.

Default Security Role

The system provides a default system-owned security role that cannot be edited or deleted from the system.

All (997) provides rights for most of the tasks in the system. This security role is appropriate for support technician type employees.

Security Role rules

The security role assigned to your employee record has a direct impact on the data you can access and modify in the system, as well as the security roles you can assign to other employees. Review the following rules to understand how security role rights might affect you as you work in the system:

• If you are responsible for modifying security roles, the security role assigned to you must have at least the same rights, or more, than the security role you want to modify. For example, if you are responsible for adding rights to a Manager security role, then the security role assigned to your employee record must have at a minimum, the same rights as the Manager security role.
• If you are responsible for adding employees to the system, the security role assigned to you must have at least the same rights, or more, than the security role you assign to the employee in Maintenance > Labor > Employees.
• If assigning additional rights to a security role, be sure to also assign those rights to any other security role with an equal or greater level of responsibility. For example, a manager typically has a greater level of authority and responsibility than the cashier supervisor. If the Manager security role does not have at least the same rights as the Cashier Supervisor security role, the manager might not be able to make changes to the Cashier Supervisor security role, or assign the Cashier Supervisor security role to an employee.

Security Role tab

Use the Security Role tab to define basic information about a security role, such as number, name, and description.

Group Bar: Identification

Name — Identifies the security role, such as ‘Supervisor.’ Type a maximum of 18 characters.

Description — Provides a more detailed description of the security role, such as ‘Supervisor for the FOH staff.’ Type a maximum of 500 characters.

Screen timeout in seconds — Specifies the number of seconds before access to the Back-of-House times out from inactivity. Once the screen times out, employees must log in again to regain access. Valid entries range from 60 to 900. The default is 900.

Disable change password — Prevents employees assigned this security role from changing or resetting their own BOH passwords. If the selected security role has access to change or reset BOH passwords for other employees, that remains unaffected.

User lockout attempts — Specifies the number of times an employee with the selected security role can try to log in before the system locks them out. If an employee gets locked out, they need to contact their manager or first line of support. Due to PCI requirements, you must lock a user out of the system after so many failed attempts. Valid entries range from 1 to 6. The default value is 6. You cannot enter a value less than 1 or greater than 6. CFC and Aloha Manager do not support any automatic ‘unlock after x minutes’ behavior. Once an account becomes locked, it remains locked until it is reset by an admin.)

Password expires after this many days — Specifies the number of days after which an employee assigned this security role must change their Back-of-House password. When a password expires, the system prompts the employee to enter a new password at login. Due to PCI requirements, a password must always be set to expire. Valid entries range from 0 (zero) to 90. The default value is 90. A zero (0) value indicates the password never expires; however, enforcing password expiration is the recommended best practice. You cannot enter a value less than 0 or greater than 90.

Number of historical passwords to retain — Specifies the number of previously used passwords the system disallows for an employee creating a new password. Type the number of recent passwords you want to prevent employees re-using, when they create new passwords. Valid entries range from 4 to 99. The default value is 4.

Home page web address — Contains the path to an HTML page to appear on the Main screen when an employee logs in to the system. The Home page, which can be a website or a path to a file, has a maximum of 4000 characters. Type the full path to the file, if internal. For example: C:\Documents\WelcomePage.jpg -OR- type the URL for the desired site or HTML page. For example: http://[yourcompany].com

Product tabs

The remaining tabs represent the individual products you configure using the data management tool and each tab lists the functions or applications to which you assign view, add, edit, or delete access for the security role. An additional tab appears for Alerts, which refers to the service that runs in the background and provides the foundation for the system to deliver alerts based on conditions or events for which you want your restaurant managers and staff to take action.

Group bars on each tab sort the various functions into categories. Click the triangle in each group bar to expand or collapse the category for easier viewing. For example, the Maintenance category contains all functions related to maintenance functions in the selected product, such as Employees, Items, and more. To view or edit security access for functions on the Maintenance menu, expand the Maintenance group bar on the individual product tab, and locate the specific function.

A separate row appears for each function for which you can assign access. Click View, Add, Edit, or Delete to specify the exact access an employee has under that security role.

View — Enables the employee to launch, access, and view the selected function in the system. You must select View to enable the Add, Edit, and Delete privileges.

Add — Enables the employee to add new records for the selected function in the system.

Edit — Enables the employee to edit records for the selected function in the system.

Delete — Enables the employee to delete records for the selected function in the system.