Cyber-Time 4.1
The Accounts Manager
The Accounts Manager program is responsible for entering, updating and supervising your customer's accounts. It is used to setup new customers, update their accounts and keep track of receipts. It also is used for general system maintenance and configuration, as well as maintaining your list of employees.
To start the Accounts Manager, go to the Cyber-Time 4.1 program group under START- PROGRAMS. Click on Accounts Manager The program will load and attempt to check it's connection to the database. If you receive any error while attempting to load and run the Accounts Manager, try running the Server Finder program. If this fails to correct the problem, please contact Cyber-Time Software for support.
Once the program loads successfully, it will ask for the user name and password. Either the master user name and password can be used, or an employee user name and password if any have been entered. Enter the requested information and click "Login" or press the "Enter" key on the keyboard.
Once a viable user name and password are entered, the main window will appear.
When a new customer account is needed, it is entered on the "User Accounts" tab of the Accounts Manager. There are three types of accounts available for users. They are:
Flat Rate - The user has no time limit on his or her account and is charged a flat rate for the amount of time spent logged into a workstation. Once the user logs off, the amount due is placed in the receipts database, and bill is printed out (optional) and the user's account is switched to inactive.
Block Of Time - The user has a pre-paid amount of time. He or she can use it at any time. If the user logs off before the time has expired, the remaining time is placed on the account for the next time the user logs in. Once the time has expired, the system will log the user off, unless the Auto-Extend feature has been activated (Discussed later). NOTE: Block Of Time accounts should be kept to a reasonable amount of allocated time. Do NOT assign a users with a Block Of Time account more that 200 hours. Use the Date Block Accounts for users who need more time.
Date Block - The user has a pre-paid date limit to use the system. The system is available for the user to use for as long as he/she wants until 12:00 midnight of the assigned termination date. When the termination date has been reached and a user is logged in, the system will log the user out unless the Auto-Extend feature has been activated (Discussed Later).
To begin entering a new user, click the "New" button at the top of
the window.
A new record will be created and general defaults will be assigned. Begin by typing the user's first name, last name, a unique user name (what the user will type to logon to a workstation), and a password. Use the TAB key to move from one field to another.
Once this information has been entered, an account type must be selected. Choose a type that you want to assign to the user. Depending on what account type is chosen, the below panel will change for information needed for the specified account. Once an account type has been selected, use the TAB key to move to the next field.
In order for the account to be accessible by the user when he or she logs on, the account must be marked as ACTIVE. Click on the ACTIVE check box to place a check mark in the block if there is not already one there.
Flat Rate Selected - You will need to enter an hourly rate for the user. Enter how much you want the user to be charged PER HOUR of use.
Block Of Time Selected - You will need to enter how many hours and minutes you want to assign the user. In addition, a price can be entered for the cost of the block of time to a user. NOTE: You do not need to enter a price for the time if you want to provide the user with free time on the system. Once done, you may select the Auto-Extend feature. Auto-extend is a safety net for users. If the user is logged on and runs out of time, the customer monitor will default to log the user out. If Auto-Extend is selected and a price is entered in the provided space, the user is not logged off but rather begins being charged by the minute for time used over and above their original allocation time.
Date Block Selected - You will need to enter the termination date of the account and the price for the system usage. The account will terminate at 12:00 midnight of the termination date. Once done, you may select the Auto-Extend feature. Auto-extend is a safety net for users. If the user is logged on and runs out of time, the customer monitor will default to log the user out. If Auto-Extend is selected and a price is entered in the provided space, the user is not logged off but rather begins being charged by the minute for time used over and above their original allocation time.
From here you are almost done entering a new user. There are two additional option available to you. They are button on the User Accounts tab the read:
and
Additional Information allows you to enter some specific information about the user, such as address, phone number, e-mail address, etc. Notes/Reason On Hold is a memo area that allows you to enter any additional data you wish to keep regarding the user or the user's account.
From here, you are ready to save the account. Click the "Save" button at the top of the window.
At this point the user's record will be saved, and a receipt will appear for preview if the account is a Block Of Time or Date Block account. The receipts may be printed out, or the window may be closed without producing a hard copy is desired. The user is now able to log in under the assigned user name and password.
Most users will want to use the system more than once. If they do, certain maintenance may need to be performed on their account.
IMPORTANT: User accounts can only be updated when the user is logged off. You can not add more time, change the termination date, or change the hourly rates while the user is logged on!
Flat Rate Account Maintenance - When a user with a Flat Rate account logs off, the total amount of payment is calculated and a transaction invoice is placed in the receipts database. In addition, the amount is placed on the user's account record, and the ACTIVE check box is cleared. Thus, the user can not logon again until maintenance has been performed on the account. To re-activate the account, simply call up the user's account, and re-check the ACTIVE check box and remove the amount due from the box near the bottom of the window. Click the "Save" button, and the user can now use the account with the new charge rate.
Block Of Time Account Maintenance - When a user with a Block Of Time account uses his or her account, the time actually being used on a workstation is removed from the account total. When the user logs off, the remaining time (if any) is logged. If the user wished to purchase more time before or after their allotted time has expired, maintenance must be performed. Call up the user's record and observe the panel indicating how much time remains. Click the check box for ACTIVE if necessary to re-activate the account. To add time to the account, simple enter the number of hours and minutes you wish to add to the existing number. IMPORTANT! The number of hours and minutes you provide will be ADDED to the existing time. It will not change the total amount to whatever you enter. Enter a cost for the user's time (if applicable) and click the "Save" button. A receipt will be produced for print or preview. Close the window and the user is now able to logon with the new amount.
Date Block Account Maintenance - If a user with a Date Block account wants to extend the account past the specified termination date, simple maintenance needs to be performed to accomplish this. Call up the user's account and the current termination date will be specified in a panel in the middle of the window. Simple enter a new date for account termination and a cost (if any) for the new time allocation. Click the "Save" button, and a receipt will be presented for preview or printing. The user may now logon with the new termination date available.
The Auto-Extend feature is an option available to users with accounts of Block Of Time and Date Block types. When the amount of time the user has purchased expires, the default action is for the customer timer to logoff the user from the system. If you do not wish to log the user off when the time runs out, you can select the Aut-Extend feature and enter an hourly rate. This will allow the user to continue to use the system and he or she will be charged for how ever long the system is used past the date or time limit.
The On-Line page will show you details as to who is logged onto the system under Cyber-Time. The display grid is updated every 30 seconds as to the status of each user. Each line of information display the user's name, when he or she logged on, how long they have been on-line, what workstation is being used, and how much revenue (if applicable) has thus far been made from the user. Date Block and Block Of Time accounts will usually not show any revenue since the accounts were prepaid. However, if the user has gone past their allocated time and the Auto-extend feature option has been turned on, you will see a revenue amount for the user appear on the user's on-line record.
Even though Windows 95/98/NT are much better software platforms than were previously available, there are always going to be instances where a program becomes unstable for one reason or another. If a workstation crashes and is no longer responsive, the workstation can not: #1, continue to track a user's time since they can no longer use the system, and #2 can not inform the server that the user has been essentially logged off. If a crash occurs, it may be required to remove the user from the list manually. Simply click on the user's name who's workstation has crashed and click the "Logoff User / Remove User From "On-Line" list." button. You will be presented with a warning message about the function and asked if you want to proceed. If you say yes, the user's account will be re-set and the name removed from the on-line list. You may need to go to the user's account to re-activate it before the account can be used again.
In addition to normal system hang-ups, you may want to forcibly log a user off from a workstation. To do this, simply follow the same instructions provided above. When you proceed with the operation, the users screen will immediately log the user off and return the the advertisements screen just as if they had logged off themselves.
NOTE: While this function is certainly powerful and useful, it has the potential to be abused. This feature is available to employee accounts and should be assigned with care.
Cyber-Time will keep track of any transaction that involves money. The Receipts tab on the Accounts Manager will allow the administrator to view, group and re-print any receipts in the database. Other functions, such as receipt deletion or editing must be done with the Database Editor program.
There are several options to viewing and grouping the receipts. The radio-button box in the lower left-hand corner of the window will provide you with the options for viewing the receipts file. Each option is presented with another panel just to the right that will ask for any relevant information. For example, if you select "Show By A Date Range", the adjoining panel will ask for a starting and ending date which you must provide.
To the far right is a summary panel that will display how many receipts are included in the grouping you have specified and the total revenue for those receipts.
The "Produce Receipt" button will re-produce any selected receipt for preview or print.
Basically, there are just a few types of transactions you will see for a receipts.
-A Flat Rate Account user logs off and a receipt is produced to show how much is owed.
-A sale has been made for a Block Of Time or Date Block account.
-A Block Of Time or Date Block account has been extended.
-A Block Of Time or Date Block account have gone past the original termination point and the Auto-Extend feature has been turned on. A receipt is produced for the amount owed, much like the Flat Rate account type.
This page is provided to allow various items on the company profile to be changed. Most of the items here are self expiratory. The "Auto-pint receipts" option toggles the printing of a receipt once the user logs off a workstation. The data is always placed in the database, but a receipt is only printed if the Auto-print option is checked. To save any changes, simply click the "Save" button.
This page is used to provide Cyber -Time with a list on employees who have access to various parts of the package. Cyber-Time 4.1 now allows an unlimited number of employees. To add a new user, click the "New" button and fill in the requested information. Click the check boxes that you want to assign the employee.
Employee can add and setup accounts - If checked, the employee will be able to log in and setup initial accounts for a user. However, the user will not be able to update a user's account. The next option will be needed for that.
Employee can edit and update accounts - If checked, the employee can alter any aspect of an account, including add time, change rates, and re-activate accounts.
Employee can delete accounts - If checked, the employee can delete a user's account.
Employee can change system settings - If checked, this option will allow the employee to change various aspects of the system settings. This includes advertising, disclaimers, and company information (excluding the master user name and password)
Employee can shut down customer monitor and log off users - If checked, this option will allow the employee to forcibly log a user off from the account manager. It will also allow the shut down of the Customer Monitors by entering the employee user name and password at the Customer Monitor login screen.
The advertisements page allows you to use bitmap format graphics to be placed on the Customer Timers when no one has logged onto a workstation. These bitmaps can be used as advertisements, announcements, and any other items you would like to be visible before users log in. It can even act as a screen saver.
To enter a new bitmap to be used for this purpose, you must first place the bitmap image in the Cyber-Time subdirectory on the server with the database files and core programs. Be default, this subdirectory is C:\CT4. IMPORTANT: Only graphics of the type bitmap (BMP) can be used and the MUST reside in the Cyber-Time subdirectory.
Second, click the "New" button to enter a new advertisement reference. Click the browse button to the right of the Bitmap File Name text box and select the bitmap filename to be used.
Once a file has been selected, you must enter a display interval. This is used to tell the Customer Monitor how long to show the graphic.
Once these fields have been filled out, click the "Save" button, and the advertisements should begins showing up on the Customer Monitor initial screens.
The disclaimer page is used to enter text that the user must see after a valid user name and password have been entered on the Customer Monitor. This text can be anything from a legal disclaimer to information about special events or sales. If needed, a text file can be loaded in rather than manually typing the information to be displayed. click the "Load Text From File Button" to select a file. Click the "Save" button when done to save the text.
Cyber-Time 4.1 has the ability to track and report on applications running on the user workstations. Rather than track every application, you must tell Cyber-Time what packages to look out for. When an occurrence of a program is found to be running, an entry will be made in a database revealing who used the program, on what workstation and for how long. The Cyber-Time Reports program can then be used to analyze the data so it can be see what packages are popular and other valuable statistics.
To have Cyber-Time track a particular application, click the "New" button. First, enter a verbose name on an application you want Cyber-Time to track. For example, if you want to track the usage of Microsoft Word97, you might enter 'Microsoft Word'. This description can be whatever you want. It is used in reporting to explain what the software package is, since the tracking handle (explained next) is not necessarily obvious in revealing what application it is.
The next section is critical for tracking the application. This text box must be filled out using the program name handle that windows uses itself to track the application. You can usually find this handle by running the application, then running the task manager. One Windows 95/98, this can be accessed by typing CTRL-ALT-DEL. The box that will appear on the screen will reveal the application running. Try to find the handle that would appear to be the application you want to track. Enter that handle title in the "Program Title" text box of Cyber-Time.
Important! While the handle displayed in the task manager is USUALLY the title used by windows to track the application, it is not always so. If you find that the data you have entered is correct, but the Cyber-Time Reporting program does not seem to be logging the application down when it is being used on a workstation, you may need to contact the software supplier or try other names (such as the title that appears in the application's "About Box" or main title bar). Once Cyber-Time has the correct handle it will track the application.
If you have difficulty with this section, let Cyber-Time technical support know what application you are trying to track, and we will make evert attempt to find the tracking handle.
Once you have the relevant data for the application, click the "Save" button.