User Accounts

User Accounts 2017-09-11T03:59:25+00:00

User Accounts

The Application Manager has access to the User Accounts section from the login screen. This is the screen where the user chooses which solution to login to to, Workshop or Flightops. To get to this screen from inside either solution use the “Back to Login” button from the Home screen.

To access to the user accounts section click on the “User Accounts” tab, the Application ManagerĀ  will be required to re-enter their password here before access is granted.

The security settings for both Workshop and Flightops are controlled from this panel. If your tenancy does not have access to both solutions there is no need to set permissions for the other solution.

The screen displayed is a list of the system users that can be accessed and changed if required. New users are created here as well.

Creating a new user

To add a user click the Screen Shot 2015-12-09 at 12.31.05 PM icon and start entering the new user details.

User ID

  • The email address will become the login ID for the user.
  • Enter the users first name and last name, this will be used to show their ID throughout the system.
  • The Initials will be created automatically from the name.
  • Choose their department from the drop down list.



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  • The user status for a new user will be “Active” but can always be changed to “Inactive” or “Blocked” at a later time if required.
  • Here we can select what solution a user can access, this will depend on which solutions the company has access to.
  • In the drop down lists for the separate groups select an access level that is appropriate for the new user in that group. Only select both groups if your company uses both solutions.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-02-22 at 12.25.23 PM
  • The “Lock to IP” setting can be used if the company wants to restrict the user logging on from multiple computers. Enter the IP address of the authorised computer in this field and as long as the computer has a static IP address Aerotrack will be accessible for this user only from that machine.
  • When a new user is being setup the Application Manager must set an initial password. The user should be advised to change their password to something private and secure when they first log on. This is done using the “Change my Password” button in the bottom left habd corner of the main screen.

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  • Application Manager – this allows the user to access the User Account panel where they can add new users and make changes to existing user accounts.
  • Allow Multiple Logins – this allows the user to login to Aerotrack more than once. This is a handy capability when the user has multiple monitors and wants to have different parts if the system open simultaneously.
  • SMS Manager – this designates the user as the Safety Management System Manager, this will make that user the contact and administrator for safety reporting.
  • Access System Admin – checking this box gives a user access to the System Administration section where they will have the authority to make changes to this section.

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  • If the company uses the multi-base the user must be assigned to a base.
  • If the “Permanent Filter” box is checked the user will only be able to see jobs relating to their base, they will still be able to see all the inventory held across all bases.


Security Groups

When setting up a new user there are eight options to choose from in the Workshop Group and six to choose from in the Flightops Group. These form the base on which the Application Manager can customise the access levels for a user. When a user group is selected for a new user or for an existing user the permissions are reset in accordance with the group setting. A warning dialog box informs the Application Manager of what will happen.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-03-07 at 11.44.00 AMScreen Shot 2016-02-22 at 12.25.23 PM

These settings are recommended only and it is the responsibility of the Application Manager the set the permissions for the individual user in this section. The permissions section gives the Application Manager the flexibility to tailor the user account for each individual and give them access to only the areas and functions that they require to carry out their role.

Security Concepts

The security section is broken down into three distinct areas, Workshop Security, Flight Ops Security and Common Security tabs. Within each area the sections are broken down further into each module of the software. The check boxes (when checked) allow the user access to that function or areas.

There are four check boxes that appear in almost every module, they are explained below.Screen Shot 2016-03-07 at 1.09.47 PMAs an example if the user has all four boxes checked in the Inventory module they will be able to view the parts list and open an inventory item. They will also be able to add a new part and make changes to existing parts within the parts catalog.

Adding a Query

If the organisation has purchased a query to extract information from the database it must be assigned to individual users to be accessed. This is done from within the User Account section.


  1. Open the User Account section and open an individual user account.
  2. Open the Queries tab click the add a new line icon Screen Shot 2015-12-09 at 12.31.05 PM
  3. Click in the line to view the list of available queries to your organisation.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-08-25 at 5.12.05 PMScreen Shot 2016-02-22 at 12.25.23 PM
  4. Select the desired query and the description will also be added.
  5. This is user will now have access to this query from the User Queries section of the login screen.