Security Module Overview

In this article:
Activating Security Module
Setting Up Security Profiles
Setup Logins & Passwords
Change Passwords
Security Log
User Permission Override

The Security Module is an optional add-on which enables you to keep your equipment and company data safe by requiring user logins and passwords for program access. You can setup Security Profiles with specific settings on what is and is not allowed to be accessed within the software.

If you are interested in purchasing the security module add-on please give us a call at (888) 449-2405 or email us at

Activating Security Module

Once your purchase of the security module has been processed, you will receive a new serial number for product registration. This will need to be activated on ALL computers in order for them to get a username and password prompt when logging in. Any computers that do not have the security module activated will not ask for a username and password for program access.

Note: Before making any major changes to the software, we always recommend going to File and Backup, and creating a backup of your data.

On all computers, go to Help at the top right and then Register:

Enter in your new registration key you received on the next screen. Both the user name and serial number will be included in the email:

After registering, close and re-open the software. You will now be prompted for a User Name and Password:

How do I login now, since I haven't had a chance to setup any passwords yet?

Do not worry! The program comes with a default username and password. You can use this to get back into the software and set everything up. Here are the two defaults to try.

Username: Admin
Password: password

If that combination does not work, try this next.

Username: IMS
Password: imsuser

I've registered my new key, but I'm not getting prompted for a username or password when I open the software back up.

When opening the software, on the desktop right click the Fleet Maintenance Pro icon and choose the option 'Run as Administrator'. Then try to register again. Sometimes our software needs additional privileges in order to register properly.

If it still does not work, check your keyboard and make sure caps lock isn't on. You may want to also restart and try again.

Once you are logged back into the software, proceed to the next help topic 'Creating A Security Profile'.

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Setting Up Security Profiles

Each user in your system will need to be associated with a specific Security Profile. The best way to think of a Profile is of a group of users, or a group of employees. Lets use the following example.

Profile 1 - Management
Profile 2 - Technicians
Profile 3 - Temporary Workers

Profile 1 for Management would more than likely retain access to all parts of the software.
Profile 2 would need access to most things, except they may not need access to purchase orders, or certain reports.
Profile 3 would be limited to doing only a few specific tasks.

When you think of it in this manner, it's easy to figure out how many Security Profiles you'll need to setup, based on the types of users accessing the software. You can be as specific or as broad as you like. There's not a limit to how many profiles you have, though we recommend not having too many so that it's easier to apply changes later.

Creating A Security Profile

Make sure you are logged in with an administrator account (this would be the Admin or IMS user if you are setting this up for the first time).

On the top menu click on your user name or employee name (it will appear to the right of the company name) and choose Manage Users:

The next window brings us directly into the Profile Permissions tab:

On the top of the window, right underneath the Profile Permissions tab, you will see the label Profile: with a drop down box to the right. This box may be empty if you're just starting out, as no profiles have been created yet.

Click on the blue +New button on the right side to setup a new profile. You'll get a pop-up asking for a profile name. Make it something easy to identify.

Tip: Clicking on the More Actions button allows you to Edit, Clone, or Delete the profile that's selected in the drop down. Edit and Delete are pretty straight forward. Clone allows you to create a brand new profile that is a copy of whatever profile is currently pulled up. This is useful if you want to create a new profile that is very similar to an existing one.

Now that you've created a profile, you'll notice the drop down populates with the profile name you select. Also, notice that all of the check boxes are empty.

Editing Security Profile Permissions

Using the check boxes is how we designate what is allowed/not allowed for users attached to this security profile.

Everything that is unchecked is blocked.
Everything that is checked is allowed.

There are a large number of items that you can check and uncheck on this screen. By default, every new profile has all items unchecked/blocked/restricted. Make sure to go through each category and sub-category on the left and check everything that you would like this profile to have access to.

On the top right there is a Select All and Unselect All button. These buttons will check or uncheck everything in the category that is highlighted on the left hand side. Please note, these buttons are per category and do not check/uncheck everything in the profile, just the highlighted category.

Make sure to click on each category and sub category and set your permissions appropriately. Note that some categories, such as People, will highlight the category underneath when you click on them. This is normal.

Once you are done setting up all of your check boxes, you can click on +New at the top to add another profile, or you can click on Close on the bottom right. Closing out of this window automatically saved everything that was added or changed.

In the next help topic, Creating And Editing Users, we will learn how to create usernames and passwords, and assign users to the profiles we've created.

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Setup Logins & Passwords

Now that your Security Profiles are setup, we can start setting up our user accounts.

On the left hand side click Employees to bring up your current list of employees.

Click on the blue +New button to add a new employee to the list.

If the employee already exists, but does not have a username or password yet, double click on their name to bring up the Edit screen.

In the New/Edit Employee screen click on the Security tab.

Here is where you will setup their login account.

Login: This is the user name the employee will use when opening up Fleet Maintenance Pro. It can be set to anything you'd like.

Password: This is the password the employee will use when opening up Fleet Maintenance Pro. There are no restrictions here on password length or complexity.

Profile: Here you will find a list of Security Profiles hat have been setup. Choose a profile you wish to apply to this employee.

Note: If you leave it set to 'None Selected' the employee will have access to everything by default, essentially making them an administrator.

Locations: Here you have the ability to lock this employee down to have access to only certain locations setup in the software.

Warehouse: Here you can restrict which warehouses the employee can edit/view/use.

Press Save on the bottom to keep any changes you've made on this screen. Now the employee will be able to login to Fleet Maintenance Pro with their own username and password.

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Change My Password

If you already have a username and login that works, but you wish to change your password, click your user name on the top menu and choose Change Password.

Change Someone Else's Password

To edit another user's password, make sure you are logged into Fleet Maintenance Pro as an admin user that has rights to edit employees.

Click on Employees on the left hand side. Double click the employee whose password you wish to change/reset.

Click on the Security tab at the top of the window. You can type a new password into the Password box and click Save.

How Do I Change The Default Admin/IMS Account Password?

Login as the IMS or Admin user. Click the user name at the top (it will normally say Admin or IMS) and choose Change Password.

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Click your user name on the top menu and choose Manage Users.

You will see two tabs on the top which we will go over here, Login History and Security Log.

Login History Tab

This screen will show you every time a user has logged into the software. This is handy if you want to note who has been logging in and when.

Here is the login history tab loaded with some default info so you can see what it looks like.

Security Log Tab

In the Security Log tab you will be able to see when changes have been made to the software. For instance, if equipment was edited, a work order was deleted, or an employees profile was edited, you will be able to see when the change happened and who made the change.

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There may be instances where you have one employee within a security profile that needs access to something extra, which is currently restricted in the profile settings.

Instead of creating an entirely new security profile for this one person, you can add a User Permission override to their account.

User Permissions Tab

Make sure you are logged into the software as an administrator. To open User Permissions screen click your user name on the top right and choose Manage Users.

Click the User Permissions tab.

Lets use an example to better explain how to use this feature. I have a Mechanic profile setup where all users on this profile do NOT have the ability to delete Work Orders, as we left that unchecked in the security profile settings:

However, I wish for one employee on this profile to have the ability to delete Work Orders, without making a new profile just for them, and without giving that delete access to everyone else.

This is where the User Permissions tab comes in handy. Here, I can override my employee's normal permissions to give them extra ability to do what they need.

Click on the User Permissions tab. On the left I've chosen the profile in question, so I can see all employees attached to the profile. I've highlighted the user's name on the left so I can modify their permissions on the right hand side.

In this example, I'm giving employee the user the ability to Delete Work Orders by adding it in as a user permission:

Anything listed in the Current User Permissions box is what the user is allowed to do, above and beyond any security profile settings.

Choose a value in the Group and Action drop down, then click the blue Save button to add the permission to the list. You can also highlight a row and choose Delete if you want to remove a previously granted permission.

Most of the time you will not need to use this tab, as most restrictions in Profile Permissions will be applicable to everyone in the group. However, if you have a one-off circumstance, like the example provided above, this feature may prove useful.

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