Staff Maintenance and Security

This area of the administrative menu allows you create, edit, and delete staff logins and other information, set up messaging preferences. You can also define when users are required to re-set their passwords and enable Multifactor authentication.

Staff Usernames and Passwords

This screen will allow Administrator level users to create, edit, or delete staff logins. It is only used to maintain user logins. If you wish to remove a staff member's information, please visit the Staff Information page. 

Halcyon Platinum automatically times out after one hour of inactivity and will log any users out of the system at this time. If a staff member has forgotten their password, this screen will allow an Administrator level user to view the password. Note: If there is only one System Administrator in your system and the password is forgotten, the main point of contact on file with Halcyon will need to contact Halcyon support. 

When a staff member is added via the Staff Information screen, their login automatically appears on this screen. From here you can change their access privileges, login information, personal information, and options/client functions that appear for them.

If you have Multi-Factor Authentication enabled, you can manually reset each user's connection if necessary. 

You can also create a new staff login by clicking the "Add Staff Login" button. 

Access Privileges

There are four different access levels you can choose from for staff logins.

Administrators have access to all options available in Halcyon.

General users have access to all available menu options except Admin.

Bulletin Board users will only see the Dashboard with the Upcoming Gatherings and Daily Schedule widgets.

Custom Access allows you to create logins with access limited to which menu options you select from the available checkboxes. If you select the Cases option you can select which tabs from the Cases menu will be visible to the user.

Staff Information

This page will allow an administrator to store staff information such as lisence numbers and contact information, setup messaging. 

You can click the name of an existing staff member to view or edit the information for that staff member. A staff member record can also be deleted.  To display the detailed information for all staff, select "Open All". To close the detailed information windows and display only the names and titles for staff members, select "Close All".

Click “Add A Staff Member” to add a new member.

Note: When a staff member is added a login will automatically appear for them on the Staff Username and Password   screen. You will use that screen to set permission rights in Halcyon.

If the staff member is a funeral director, an embalmer, or a crematory operator, check the appropriate boxes and enter their license number. This information (like most information in Halcyon) will automatically fill where appropriate in forms.

The Direct Employee option is set to "on" by default, but can be turned off by checking the box.

The messaging preferences are used to optionally email or text notes to staff members.  If you have set an option for message preferences for a staff member, you will be able to send client notes to those people directly from Halcyon - eliminating the need to phone or separately email the person.  See the Client Overview and Miscellaneous sections for more information on maintaining and sending notes.

When the "Submit Timesheets?" box is checked, the staff member's name will appear on the drop-down list in the Timesheets module. 

To limit a staff member's annual sick, vacation, or holiday hours, toggle the switch and enter your desired limit.  This information is used for Timesheet Maintenance functions.

Special notes for SuperAdmin Locations

If your company is configured with SuperAdmin access, the information for SuperAdmins can only be edited by that SuperAdmin.  Site-specific SuperAdmin Administrators can view the SuperAdmin staff member information and update contract information, but they will not have the option to add or delete other SuperAdmin users. 

However, SuperAdmin users can be assigned an extra level of Admin access that will allow that specific SuperAdmin user to add and maintain logins for additional SuperAdmins.  Think of this access as "SuperAdmin Admin".  Please contact technical support if you would like any of your SuperAdmin login to have elevated SuperAdmin privileges.

Password Reset Control

All users can change their password at any time by clicking on the green gear icon on the upper right corner of their Halcyon screen, then selecting the Change Password button. This screen provides Administrators the ability to require users to change their password at regular intervals and to set the number of unsuccessful password change attempts allowed before a user's access is locked out. Setting values to "0" turns off this feature.

Enter the number of days after which you'd like to request users to reset their passwords. A value set to 0 will turn off this feature. 

You can choose to disable logins if passwords have not been changed. If you choose to disable login, you will be asked to enter the number of days allowed as a grace period before the logins are disabled. If you want the user to remain able to log in even if they have not changed their password after requested, toggle this option to "No". 

Additionally, you can set the number of password change attempts allowed before a user's access is locked out. After a user has reached the number of unsuccessful password attempts, their access will be disabled and they will be prompted to contact a system administrator to reset their password. A value set to 0 will turn off this feature. 

Unlock Users

Users may be locked out of the Halcyon system due to too many failed login attempts, too many password reset requests, or exceeding the set password reset grace period. Administrators can manually unlock a user's account by selecting the checkbox that appears when a user is locked out.

Multi-Factor Authentication

What is Multi-Factor Authentication?

Multi-factor Authentication, also known as Two-Factor Authentication  or 2FA, adds another validation step to the login process.  Halcyon multi-factor authentication adds a second level of authentication for mobile devices. After the the user enters their username and password on a new mobile device, they are required to perform a quick one-time registration process. After the device is registered, a 7 digit code will be sent to that device which must be entered into Halcyon before the user is fully logged in. Enabling this feature is optional, but suggested. 

Enabling Multi-Factor Authentication in Halcyon

Enable Multi-Factor Authentication for all of your users from the Admin > Staff Maintenance and Security > Multi-Factor Authentication screen. 

You can turn on and off the requirement by clicking the "Multi-factor Login Authentication is Currently" toggle button.  If enabled, you must set the number of days your users are required to re-authenticate.  After your specified number of days have passed since authentication, the user will be required to re-authenticate (by receiving and entering the 7 digit code) even if they have trusted the device and browser via the "Remember Me" button.

 

Registering and Authenticating a Device

The first time a user logs into Halcyon from a mobile device, they must complete a one-time process to register the phone number that will receive the code in order to complete their login.

If a valid number is submitted, it will be registered and the device will receive a 7 digit code by text.  That code must be entered on the next screen in order to complete the login process.

                                      

The user has the option to set the device and browser they are using as "trusted" by clicking the "Remember Me" checkbox. By doing so, they will not need to enter a code again until the number of days defined by the Administrator have passed. In the screen shot above the re-authentication interval is set to every 90 days.

Reauthentication

After the validation period has expired (of if the Remember Me checkbox was unchecked), the user will receive a text with a new 7 digit validation code that they must enter to complete the login process.

Resetting Multi-Factor Authentication

From the "Staff Logins" page, there is a column titled "Multi-Factor Connected."  This will show whether the user is currently connected with multi-factor authentication.  If the user needs to reset their connection, or use a different phone number, you can select '[Reset]' in this column and it will clear their current connection.