User Tab
(Main View of User Tab within User Profile)
User field - The user name is entered in the “User” field and it is recommended this is done Last Name, First Name MI. This way, the list may be sorted alphabetically when searching for a user.
User ID - may be any combination of up to four characters.
Password - The password should be set here for users. When typed, it will be displayed as dots for security. To set a password, the user typing in the field will need "System Manager" set as their permission. Requirement on password change functionality and frequency is set in the General Tab of the Company Record.
Password requirements:
- minimum of 8 characters
- contain at least one lowercase, capital letter, number, and special character
- cannot contain a three-letter sequence from the username, User ID, or Company Name
- cannot include Asian language characters
Account Locked - If this checkbox is enabled, the users account is locked. This can either be set manually by selecting the box or automatically by the system when the user has too many attempts with an incorrect password. To unlock, de-select the checkbox. You can also see more, in this guide, about an additional locked account management tool in the Company module.
*This warning will appear for users logging into FOS when their password is required to be changed at the interval set in the FOS Company record. For more on the password expiration field, see this guide.
Title - The title is the “Users” position.
Windows User - The “Windows User” field is used in conjunction with the “Authentication Required” radio buttons. If there is a Windows username is set and the authentication is set to “Windows”, in conjunction with a setting in the Company module, the program will automatically load when the icon is clicked. The first FOS login after setting Windows Authentication will require the use of the FOS ID and Password, subsequent attempts will not. If "Both" is selected you will need both the proper Windows user (Citrix ID) and FOS user to login to the FOS program. When "FOS" the user will need to enter their FOS credentials and will be able to log into the program regardless of the computer or Citrix account they are using. As a Portside hosted customer, the Windows User ID is the characters in the users email address up until the @ symbol with a slight variation for those that were migrated over with the December 2024 acquisition. To learn more about this feature, see this guide.
E-mail and Text Msg - are used to receive CC’d e-mails from the system and to receive e-mail alerts, etc. If the user has multiple email addresses that they wish to receive messages at, you can list them and separate with a semicolon.
Unique E-Mail - This field is used to display the email address for the user's mobile account access. This is the email that they will use to log into their iPhone and iPad applications. For more on this, see this guide.
Fgt Pwd Email - This field is used to receive FOS password reset information when the user is on the FOS login screen and selects the Forgot Password box.
Phone and Fax - to record the users specific contact info.
User’s Company - will set the user’s defaults to correspond with the settings in that “Company”.
User’s Base - will allow the user a certain set of default trip and quote settings; whatever default quote and trip settings have been set up by the system manager assigned to that base.
User's Department and User's Division - The department and division fields are informational and may be used for reporting.
List View Level - may be set to restrict a user to see only those users and reports in the system with the same list view level or lower. Users can only see other users and reports at the same list view level of themselves or lower.
Expiration Date - Any user with an expiration date set will not be able to login to the program from that date forward.
Group User ID- The “Group User ID” if set assigns an individual’s permissions to the same level of the group to which he is assigned. The permissions are then always changed in the Group ID. Once a user is assigned to a group, changing permission levels in the individual user’s data has no effect. See image with green boxes below for more information on permissions managed at the group level.
User is a Group - The “User is a Group” option serves two purposes. First, it makes this user profile a group so that it may be selected in the drop-down list in the “Group User ID” field. Second, any user marked as a group has that user profile e-mail address available to select in the report settings when selecting from whom the e-mail is being sent.
Home Airport- The “Home Airport” can be set for each user. This will affect the display of the schedule for that user. If left blank, it will use the home airport set in the User’s Company to which the individual is assigned.
Supervisor - The user’s supervisor may be set for reporting purposes if necessary.
The permissions managed at the group level then are as follows: the Access tab, the General tab, the Operations tab, and all fields marked in green (as of FOS version 3.12.2):
Use Group Defaults - will set the users schedule defaults, including colors, to whatever has been set for the “Group User ID”. In FOS version 3.12.2, if a FOS User is in a FOS User Group, this box should be selected on the Group profile.
System Manager - setting will allow the user to create, modify and delete codes, set system defaults, and purge data. It gives access to the Locked Accounts section within the Company module and also allows the individual to run interfaces and other executables under the Utilities menu of FOS and setup reports.
Interfaces-Maintenance, Flight Data, Crew Data - allows a user to run the interface manager.
Logoff User when Inactive Limit is Reached - will set this ID to be logged off automatically if the session has been inactive for a certain amount of time. If selected at the group level, the permission will flow down to all users in the group. The time is determined on the General tab in “Company” data.
Upload Documents - controls the “Upload Documents” menu item under “Utilities” from the FOS main menu.
Emergency Contacts - will allow this user to view the emergency contact information for personnel and passenger records.
Interface Manager Only User - Only one user is allowed to use this option. It was created so the “Interface Manager User” does not take a FOS users license.
Auto Start Interface Manager - This is grayed out as it will auto-select when the button above it is selected. This control will automatically start the running of the interfaces when the user logs in.
This section works only with the restricted Pax and Crew login module for the Crew, Passengers, and Schedule Displays. It does not affect a regular user login.
The user may be set to use the passenger login, a crewmember login, or schedule so that the entire aircraft and/or crew schedule may be used. Normally, the crewmembers see their own data when logging in with the restricted login.
If it is required for them to see the schedule for other crewmembers, select the “All Crewmembers” option under Unrestricted Login, Crewmember Access section.
There is an option for restricted users to view on the schedule and open only the trips of which they are a part, see all of the trips and only have rights to open the ones of which they are part, or the user may be able to view and open all trips, regardless of whether they are a passenger or crewmember on the trip.
There are several other options available such as allowing them to view trips marked as closed, seeing all shuttle flights regardless of the radio button selection and hiding the authorizer, planner and cost for the flight. You may also choose to let the restricted user have the notes and the “Available” trips (with no itineraries) show as N/A on the schedule. They may also be set to see all of the requests in the “Travel Requests” menu as opposed to just their own requests.
This section is for allowing a crewmember full access to the FOS program. However, using this allows you to restrict them to seeing their own schedule and personnel information if necessary. To use this function, the User ID must match the Crew ID.
Crewmember Access will allow the crewmember to see their own data or the data for all crewmembers.
NOTE: It also functions as a limiter for allowing only a certain number of crewmembers to log in to FOS at any one time. (see associated topic in the Company guide)
Report Setup - allows a user to set up new reports in the system.
Print Restricted Reports - will allow them to print any report marked “restricted” in the report setup screen. **Will also allow the ability to “view details” at the button of a quote.
Cannot Edit Report Filters Created By Other Users - restricts the user from editing filters in scheduling that someone else has created.
Hide report Filters Created by Other Users - prevents this user from seeing report filters created by others.
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