Assigning Employee Access Levels

Users with Manager level access and above have the authority to Grant Staff Level Access  from the Manage Tab / User Security menu. 

Higher levels of access to the system, Manager and above levels of authority, must be granted by a Senior Administrator. 

Senior Administrators are able to review, adjust, and grant all employee user levels from the Admin Tab / Staff Security menu. For more information, please see Grant Higher Level Access.

You should always assign employees to the access level that most closely matches the tasks they need to perform routinely. This increases the security of your system, and it simplifies system usage for the employee since menu options that do not apply to them will be removed. If in doubt about which level should be assigned, assign the lowest level that seems applicable and then adjust later if the individual has tasks that they need to perform that are not available at that level. 

The security access levels available in the MyFBO system for staff users are (from lesser to greater access):

• Mechanic Access is similar to instructor access with the addition of the Maintenance and Service Order menus.
• Ground Services Access allows line service personnel to have access to Ground/Ramp schedules, and refueling and fuel sales options. 
• Instructor Access is more limited than Staff Access. An instructor cannot add new customers, directly update customer records, approve customers for scheduling authority, create or adjust commercial flights, cancel or reassign rental flights to which they are not a party (Instructors assigned as Mentors to individual students can adjust solo flights for those students.), or directly access maintenance records. 
  • Limited Instructor Access has less authority than Instructor Access. This class of user can dispatch a flight, but cannot check-in or perform any sales-related functions.
    • Trainer Access has less authority than Limited Instructor Access. Trainers can see the schedule and customer information, but update only flight-related customer data. Trainers cannot dispatch, check-in, schedule, or make schedule changes (except curricula and remarks). A trainer can pre-dispatch (if enabled) and prepare instructor briefing sheets. 

  The three instructor type access levels can be restricted to seeing only individuals assigned to their specific customer group. To accomplish this, an instructor is assigned to a specific group in their customer record, then limited to "Own Group Authority Only" on the Select Access Level screen. For more information, please see Group Management.

• Captain Access is set specifically for charter pilots and is more limited than Staff Access. They can create or adjust commercial flights (scenic, charter, fractional) to which they are a party.
• Staff Access is generally intended for dispatchers and senior instructors, and allows a staff member to schedule and revise reservations, dispatch and check-in flights, create financial transactions, and create and update customer records. Staff users may view account balances for the customer in focus, view customer statements (Advanced Edition), and may modify recent receipts (if enabled in Staff Parameters).

  Users with staff level access can be restricted to seeing and reserving for their specific customer group. To accomplish this, a staffer is assigned to a specific group in their customer record, then limited to "Own Group Authority Only" on the Select Access Level screen. For more information, please see Group Management.

  Staff level users can also be granted access on an individual basis to the full Maintenance menu, Service Orders menu, and Inventory menu (by Senior Administrator via the Admin Tab / Staff Security menu). Administrators may optionally grant all staff members with this access level permission to additional menus and functions via the Staff Parameters.

  • Own Group Authority

    Users with staff level access can be restricted to seeing and reserving for their specific customer group. To accomplish this, a staffer is assigned to a specific group in their customer record, then limited to "Own Group Authority Only" on the Select Access Level screen.

  • Maintenance Data Update Allowed

    Staff level users can be granted access on an individual basis to the full Maintenance menu.

  • Fuel Management

    Staff level users can be granted access on an individual basis to the full Fuel Management menu and a slightly limited version of the Fuel Reports menu.

  • Inventory Update Allowed

    Staff level users can be granted access on an individual basis to the full Inventory menu.

  • Service Order Update Allowed

    Staff level users can be granted access on an individual basis to the full Service Order menu.

• Manager Access allows use of the Manage Tab and the Connect Tab in addition to all possible staff-level menus and functions. Managers can also see the financial details, including account balances, for the customer in focus, and make adjustments to individual (unlocked) tickets. Manager level users can also be granted access on an individual basis to:
  • Resource / Maintenance Management
  • Fuel Management
  • Inventory Parameter Update
  • Service Order Parameter Update
  • Curriculum Definition
  • Document Management
• Accountant Access allows use of the Financial Tab in addition to manager-level menus and functions. This is essentially all menus and all enabled features and functions except those on the Admin Tab. Only Accountants and Administrators have access to the Financial Tab.

Note: Functions for staff, instructor, ground service, manager, and accountant levels are further defined in the Staff Parameters via the Admin Tab / Parameters & Settings menu. There are options to grant access to additional tasks or to further limit authority.

• Jr. Administrator Access allows all in-system privileges, including all privileges that a Senior Administrator would have except: 
  • Assign staff users to higher security levels of Manager, Accountant and Jr. Admin 
  • Track online activity of individual users (i.e., Footprints) 
  • Set the strength of passwords required for all users 
  • Assign web service security codes
    
• Sr. Administrator Access allows all in-system privileges except granting Sr. Administrator level access. Senior Administrator access can only be granted by MyFBO upon the written request of the system Owner of Record or another Senior Administrator.

Per MyFBO Terms of Service (Available in full via Admin Tab / Subscription Management menu):

MyFBO will treat users you name as Senior System Administrators as if they were you. You or your Senior System Administrators can name additional Senior System Administrators, cancel your subscription, delete all of your data, etc. Therefore, you must select Senior System Administrators with great care. 

• Database Download

  Managers, Accounts, and Junior Administrators can be granted Database Download authority. Allowing download authority gives an individual access to every detail of your operation. It is strongly recommended that you do not grant this access even if needed for job completion. We recommend that you download the database instead, and then provide a redacted copy. 

  This option grants permission to download your complete database at any time. While there are legitimate reasons to download a copy of the database, this option is used rarely and should be heavily restricted. Downloading to "back up" your system is not needed. MyFBO backs up (daily) and securely retains copies of your database. 

  Be aware that downloading a copy of your MyFBO database does not give you the MyFBO front end / interface for using the database or formatted copies of reports, receipts, or other documents. The result is a zip file of database tables, and to open the tables you'll need at minimum a database capable program such as Access or Excel. The database download option is meant for use by programmers or other similarly skilled users, and while MyFBO provides the option, we do not provide support for use of the files. 

  Downloading the database is very server intensive, so please limit use of this option.

• Safety Officer Access allows for the creation, viewing, editing, and disposition of Hazard and Incident Reports. For more information, please see Safety Management.

The options below are available on the Staff Security menu as a means to downgrade staff users' access to the system while still maintaining their records. Depending on the situation when individuals are no longer in your employ, you may wish to inactivate their access or continue to give them access as a regular customer / member.

• Inactive, NO LOGIN.  

  This option should be used to remove a staff user's access to the system while maintaining all records for historical purposes. 

• Customer Access, No Scheduling Authority.  

  This is the same access level that is granted to anyone who takes the time to register online as a new customer. Users with this access can only view reservations that staff members have made for them. They must Request Authority to Schedule and be approved by someone with staff level access or higher to advance to the next level.

• Customer Access, With Scheduling Authority.  

  Users with this access level can schedule their own aircraft rentals and instructors subject to the limitations imposed by software checking of their qualifications.

This access level can be granted to an individual who is responsible for syncing content from your MyFBO system into your organization's website and coordinating the look and feel of both for an integrated brand. Webmaster level users can access the Web Content menu, the Look & Feel parameters, and the Required Reading menu. The Webmaster Access level becomes available once an Administrator has enabled �Allow read-only user access to management data� in Features & Options via the Admin Tab. After the read-only feature has been enabled, a Senior Administrator can grant Webmaster access via the following steps:

1. Create your Webmaster as a customer. For detailed steps, see Adding a New Customer.
2. Navigate to the Admin Tab / Staff Security menu.
3. At the bottom of the screen, use the "If Not Listed Above" option to begin typing in the last name of your Webmaster. Click Go to locate the customer record.
4. On the resulting Allow Basic Staff Member Access screen, use the dropdown selector to grant any one of the access levels presented (Webmaster will not be an option).
5. Navigate back to the Admin Tab / Staff Security menu.
6. Click on your Webmaster's name.
7. Under Special Access Levels, select Webmaster Access, then click the Save Access Level button.

The online system used to include a "Special FAA Access" option to allow a local FAA Flight Standards District Office (FSDO) to see a Part 91 operator's maintenance tracking data. Organizations like the FAA and NTSB allow and will someday expect operators to have computerized records. Special FAA Access is gone, replaced with a new, more complete Read Only Access feature. The purpose of this feature is to allow external (non-staff) users read only access to management data and reports. 

You can still allow your FSDO access to maintenance data. In addition, this feature can be used to allow the FSDO access to Part 141 curriculum tracking data or service order data. 
 
Other uses might include allowing your safety consultant read only access to your Hazard and Incident Reports, or allowing your fuel supplier to see on-hand quantities in your fuel tanks.

Read Only Access can also be limited by customer group, meaning you can assign read only access to an individual for one specific group of customers. This option is being used successfully by flight academies for groups of foreign students. For more information, please see Group Management.

Read Only Access becomes available once an Administrator has enabled �Allow read-only user access to management data� in Features & Options via the Admin Tab. After the read-only feature has been enabled, the access can then be granted to individuals from the Manage Tab / User Security menu. 

Read Only Access can be granted on an individual basis to the following:

• Fuel Management Access
• Maintenance Tracking Access
• Inventory Management Access
• Customer Records Access
• Curriculum Access
• Service Order Access
• Safety Management

Set Read Only Access

05/25/11 cli