User Administration in FalconPro Real Estate Software: Complete Guide
Introduction
Effective user administration is essential in FalconPro Real Estate Software to ensure secure, efficient, and role-based access for team members. The platform enables system administrators to create users, assign roles, set permissions, manage alerts, and control access to specific features and modules, providing granular control and accountability across your organization.
Accessing User Administration
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Go to the File menu and select User Administration.
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The admin can view all current users and their assigned permissions.
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From here, manage roles, assign approvals, and control user-specific privileges.
Creating and Managing Users
Adding a New User
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Click Add New to open a new user profile.
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Enter the username (e.g., “ahmed”) and save.
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The admin sets a default password for the user, which the user can change upon first login.
Assigning Roles and Permissions
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Roles:
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Create new roles (e.g., Accounts Manager, HR, Sales Manager) to reflect departmental functions.
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Assign multiple roles to a user as necessary. Each role determines which screens and modules the user can access.
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Customize roles to include only relevant windows, such as giving a user access only to employee records, maintenance modules, or legal history.
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Edit existing roles to grant or restrict module access at any time.
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Approvals:
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Specify what actions a user can approve (e.g., making receipts, cancelling cheques, approving payments).
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For each function (like “make receipt” or “cancel cheque”), assign specific approval numbers.
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Users may view screens but require additional permission to perform transactions or execute sensitive actions.
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Copying User Permissions:
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To quickly onboard new users, copy permissions from an existing user profile (e.g., copy all permissions from “Nora” to “Ahmed”).
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Adjusting User Privileges
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Grant or restrict access to specific modules (e.g., accounting, leasing, HR, check management).
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Limit access to certain financial functions like posting journal vouchers, viewing reports, or altering transaction dates.
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Define which users can create, edit, cancel, or approve receipts and contracts.
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Control administrative access (master files, property setup) and assign branch permissions for organizations with multiple branches.
Other User Management Features
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Password & Security:
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Users can change their own passwords via the Change Password option.
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Admins can reset passwords when needed.
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Support for fixed IP restrictions to control where users can log in from.
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Set document attachment limits for users based on file size requirements.
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User Dashboard and Favorites:
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Users can customize dashboards by adding frequently used modules and windows to their favorites for quick access.
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Each user can choose a preferred color scheme and layout style for the software interface.
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Session Logs & Audit Trails:
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User login sessions are logged, tracking device/IP for each session.
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Audit logs record which users performed what actions and when, ensuring transparency.
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Notifications and Alerts:
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Set up user-specific notifications and alert periods (e.g., contract renewals in 30 days, cheque submissions) to keep users up to date on critical tasks.
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Customize the period (number of days) before alerts are sent for renewals, cheque actions, or document expiries.
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Branch and Property Assignment:
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Restrict users to accessing or managing specific properties, branches, or buildings if required, enhancing organizational control.
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Best Practices
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Regularly review user roles and permissions to maintain security as team responsibilities evolve.
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Grant only necessary privileges for each user to reduce risk and enhance accountability.
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Use approval numbers to segregate duties among users for transaction-related actions.
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Set up customized alerts and notifications to maximize team responsiveness.
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Back up user permissions and session logs for audit and compliance purposes.
Frequently Asked Questions (FAQ)
Q1: Can users have more than one role?
Yes, users can have multiple roles, each granting access to certain modules or functions within the software.
Q2: How do I restrict a user to certain properties or branches?
Assign specific branch or property permissions in the user administration screen to control access scope.
Q3: Are there detailed logs for user actions?
Yes, all actions and logins are recorded, including device/IP information and changes to sensitive records.
Q4: Can users customize their dashboards?
Yes, each user can choose their dashboard layout, color themes, and favorite modules for a personalized experience.
Q5: How are permissions copied for new users?
Admins can quickly duplicate permissions from an existing user to a new user, streamlining onboarding.
