Set Up Users (1214 onwards)

Created by Migration Bot, Modified on Fri, 23 Oct at 2:31 PM by Migration Bot

Originally written by John Hardwick, last updated Mar 26, 2026, on the Swan Retail knowledge base (FRS).

This program lists the operators allowed to log in to SwanFRS.

Menu Location: System Admin > Security > Set Up Users

There is no limit to the number of operators registered to SwanFRS however the licensing means only a pre-defined number can log in at any one time.

It is strongly recommended that every operator has their own log in not only to control access permissions but to allow analysis of who did what when.

Click the NEW button or New on the side panel to generate a new record.
To find a specific operator from the registered list, specify the search pattern (usually the operator's name) in the Find field and click the FIND button.
To view the details of a particular operator, click on the User Name.

New / Amending Users

Having clicked the NEW button or New on the side panel, the screen will change to show the details relating to the operator.

Clicking the PRIVILEGES button presents a screen listing the access privileges assigned to the operator.

The list presented is for the first ticked role in the list, to see all roles associated with the user, tick the All Roles checkbox.

Choose theACCEPTbutton to confirm changes
Click RESET to abort any changes made and revert details shown on the screen back to the initial ‘load’ status of the page.
Selecting the CANCEL button, or Back option on the side panel to leave the page (or select another option from the menu)

Item	Description
User Name	Specify the actual name of the operator. This is usually the first name and last name of the operator and isn’t used to gain access to SwanFRS. This name is not displayed to screen and is mainly used for reporting and contacting purposes.
Login Name	Specify a unique login name for this operator. If an attempt is made to create a user where the login name has previously been used, the message ‘This login name is already in use’ will appear, and the creation will be blocked, irrespective of whether the existing user is active or not. The login name is required as part of the login process and is not displayed to the screen thereafter. Dependant upon system settings, a limited number of login attempts are possible before the system blocks further attempts to log in for a period of time.
Location	Specify the location where this operator usually works. The pick list is from the locations table. For more details, visit the Set Up Locations (1214 onwards) document.
Mobile User	Tick if this operator is required to work from more than one location and therefore is considered to be a mobile operator, This feature allows a single login code to be used, with the operator choosing which location they are working in as they log in to SwanFRS. This is of particular benefit for the sales team as it allows sales from various locations to be amalgamated into a single sales pot. It is possible to restrict the locations the operator may choose from via the BA LINKS button, which allows the user to be linked to one or more business areas. For more details, visit the Set Up Business Areas (1205 onwards) document.
Is Scanner User	Tick if the operator is allowed to log into the Wi-Fi scanning application. Where allowed, the operator must have a login pin
New PIN	The login PIN is only applicable to Scanner Users and must be a number of 4 to 20 digits. The number must be numeric and an integer - no commas or full stops. This number is to be keyed or scanned at the time of logging into the Wi-Fi scanner.
Confirm PIN	SwanFRS requires the PIN to be repeated prior to acceptance and must match precisely the New PIN to proceed.
New Password	This field does not populate with the operator’s current password, nor does it display the password as it is keyed. Every operator requires a login password, dependant upon settings passwords must be a minimum of 8 characters, at least one upper, one lower case and 1 symbol and any three consecutive characters cannot exist in the login name.
Confirm New Password	When setting a new password, the password needs to be re-keyed a second time to confirm correct entry the first time. Mismatches between the two passwords will result in the failure to save changes applied.
Email	Optionally specify the email address for this operator.
Avatar	Optionally assign a picture or avatar to the operator which will display in the top right corner of the main menu where set. Use the CHOOSE FILE button to locate the operator’s image on the local PC which will then be uploaded into SwanFRS for future use.
Default Supplier	This feature is only used if you are giving one or more suppliers direct access to your data, thus allowing them to update the status of their purchase orders. Access to SwanFRS is limited ~~see Purchase Order WIP guide~~- this guide is currently being developed, please contact Support for more details.
Active	Tick to enable the operator to log in to SwanFRS. Users cannot be removed once created, therefore this control is the only way to block access to SwanFRS other than changing the password without advising the operator. It is strongly advised not to re-use operator logins - if an operator leaves, mark their login code as in-active (untick) and create a new account. Changing names changes history of activities and is not recommended.
Service Operator	This tick box enables the operator to received alerts and notifications from other colleagues. It is recommended that this field be ticked if anyone is likely to wish to send a message to this operator.
Buying Limit per IO	This field holds the single internal order spend limit and is used in partnership with access controls for the creation of internal orders.
Is Used for The Web-Shop Service	This field should be ticked if this account is to be used when receiving digital sales orders from a linked website. This field is generally set against a pseudo ‘web ordering’ login code.
Incentive Scheme	If this operator accrues commission, set the commission relevant scheme See Set Up Commission Groups (1205 onwards)
Sales Code	This is an optional field to hold a sales code, which isn’t used within SwanFRS.
Personnel ID	This is an optional ID not used within SwanFRS
Personnel Company Code	This is an optional ID not used within SwanFRS
Personnel Business Unit	This is an optional ID not used within SwanFRS
Outside Designer	Tick if this operator is a subcontractor or independent designer allowed to raise sales. Outside designers can be paid at different commission rates to a contracted salesperson.
Hire Date	Optionally specify the date the operator begin employment.
Termination Date	Optionally set the last working day. This date is used in the standard commission group reporting output.
Annual Working Days	Optionally, set the number of working days per annum. This field is used in the advanced commission system.
Annual Draw	Optionally, set the number of working days per annum. This field is used in the advanced commission system.
Recoverable Draw Start Date	Optionally, set the number of working days per annum. This feature allows new starters to earn less than the basic monthly commission without penalty. Once the system date reaches the start date, then any underperformance will be carried forward to the next month.
Minimum Sales For Commission	For use with advanced commission, set the minimum sales value required per month before commission is accrued.
Use Work Diary	Tick if this account holder can have customer visit appointments allocated.
Default Agent	Tick if this account holder is the default appointment receiver. When appointments are received via the Appointments API they will be automatically allocated to the default account. The default account is unique per location - i.e. only one default appointment operator per user ‘location’.
Start Time	Where applicable, set the first appointment time. I.e. the time when this operator will be able to attend a customer visit. The system will create appointments using the default appointment duration (APPIONTMENT_DURATION application parameter). See Set Up Application Parameters (1214 onwards) The operator must have the DIARY_CREATE privilege to access these fields.
End Time	Where applicable, set the last appointment time. I.e. the time for the last appointment for the specified week day. The system will create appointments using the default appointment duration (APPIONTMENT_DURATION application parameter). See Set Up Application Parameters (1214 onwards) The operator must have the DIARY_CREATE privilege to access these fields.
Start Break	Available when a suitable appointment unavailable reason has been created, This field holds the start time of the operators designated break period. The time must be within the start and end working hours and must be earlier than the end break time set. See Set Up Appointment Unavailable Reasons (1214 onwards)
End Break	This field can only be set once a start break time has been created and must be within the operator's daily working hours. The end time must be later than the start break time. When used the start and end break times must be set - one cannot be blank.
Roles	This is a list of roles defined within the system, placing a tick against the role gives the operator access to all the privileges set against that role. It is possible to set more than one role against a single operator, and to change them as necessary. For pseudo logins such as ‘web access’ or when linking reports to roles, there is no requirement to link the operator to a role See Set Up Roles (1214 onwards) for details.