How To: Close/Lockdown a User Login who has left
Table Of Contents
Introduction
When an employee leaves the company, it is important to secure their Khaos Control account and prevent future access.
Simply leaving the user account active may allow access to data, system features, and licences that are no longer required. This article outlines the recommended "belt and braces" approach to fully locking down a user account while preserving historical records and audit trails.
Disable the User Account
- Open a System Data screen (show me how).
- Press Alt+E or click Edit to enter edit mode.
- Locate the user who has left and make the following changes:
- Prefix the user's name with X or Z. This moves them to the bottom of user selection lists and reports.
- Tick Unavailable so any call-list based tasks can be reassigned to another user.
- Untick KPAF to avoid using an unnecessary postcode lookup licence.
- Press Ctrl+S or click Save.
Remove User Permissions
- Highlight the user.
- Right-click and open Edit User Permission.
- Configure the permissions as follows.
Tick the Following Permissions
General
- Exclude
Removes the user from the Khaos Control login screen and prevents them from appearing in most user selection lists. Existing documents will continue to show the historical user information.
Stock
- Hide Buy Price
Prevents the user from viewing stock cost prices.
Special
- Restrict A/C Pay
Prevents the user from placing sales orders on account payment terms.
Untick All Other Permissions
Remove every other permission to ensure the account cannot be used if access is regained.
Change Login Credentials
To prevent any possibility of future access:
- Change the user's Password to a secure value controlled by the System Administrator.
- Change the user's EPOS Sign-On Code to a value controlled by the System Administrator.
- Click OK to save the permission changes.
Apply a Restricted User Profile
For additional security, create a profile that does not grant access to any windows within Khaos Control.
- Create a new profile following How To: Create a User Profile.
- Give the profile a name such as:
- Left
- Former Employee
- Disabled User
- Ensure the profile contains no enabled windows.
- Assign the profile to the user using How To: Assign a Profile to a User.
Recommended Security Checklist
For users who have left the company, Khaos Control recommends completing all of the following:
- Rename the user with an X or Z prefix.
- Mark the user as Unavailable.
- Untick KPAF.
- Enable the Exclude permission.
- Remove all unnecessary permissions.
- Change the user's password.
- Change the user's EPOS sign-on code.
- Assign a profile with no enabled windows.
Additional Information
This process preserves the user account for historical reporting and audit purposes while ensuring the account can no longer be used to access Khaos Control. Completing all steps provides the most secure way to deactivate a user who has left the business.