In order for users to be able to log in to Office 4 to get their personalized Portal Pages, the system administrator has to register users. During the free trial, the administrator may register as many users as necessary, but once a license is purchased, you can only register as many users as your license specifies (i.e. 50 user license, 100 user license).

Those who are not registered users are considered Guest Users and cannot log in to a personalized Portal Page. Although they cannot have full access to use Office 4, some information is available to Guest Users depending on how the access permissions are set up for each application by the system administrator.

To set up users in Office 4, follow these steps:

1. Before Login, from the Office 4 menu, choose System Setting > User Setting, or

   After Login, choose System Setting > User Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

2. Click Add.

3. Enter required data. Here are helpful explanations:

   Name: A user will have a distinct ID number assigned automatically. Please note that it is possible to have the same name as other users. In addition, the system administrator can change a name at any time upon user request.

   This information can only be edited by a system administrator.

   Email: This is for the email address link within Office 4. If a user enters an email address here, the address will be displayed with the user name in Whereabouts 4 and Bulletin Board 4. Then, the user can click the email address link from these applications to send emails.

   A user can change the email account setting from User Information Setting or from WebMail 4.

   URL: Enter any personal URL for the user.

   A user can change this URL at any time from User Information Setting.

   Contact: If a user enters a corporate extension number or a mobile telephone number, it is automatically displayed in Whereabouts 4 or Reservation 4 as their Contact. To set up another mail account, a user must open Whereabouts 4 and proceed to the User Setting there.

   A user can change the Contact information at any time from User Information Setting.

   Password: The login password must not exceed 64 characters. However, other user information has a 100-character maximum.

   When setting up initial users, we recommend you use a general password for all users, so that you can easily let the users know their user names and passwords.

   Once a user logs in, the user should immediately change the password from Change Password.

   Default Group: A user must set up a default group for each application. For example, when a user opens Scheduler 4, they will see their default group automatically displayed on the first screen. A user can select a default group from the groups that are registered in [2].

   Users can edit this information themselves once they log in.

   Group to join: To associate a user with a group, go to Group Not to Join, click the group. Then click Add. Users can be associated with multiple groups.

   Users cannot edit this information themselves. The system administrator must change this setting for the user.

4. When done, click Add.