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CCH Software User Documentation

User Management

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Each time a user logs in using Windows authentication, the system will check to see if the user already exists in the list of known users and, if they do not, they are automatically added to the list. Users added in this way will be recorded in the system without a password and will only be able to gain access using Windows authentication unless a password is added to the account. Once a password is added to the user account, access can be either via Windows or Application authentication.

There are 2 types of user:

  • System manager
  • Normal users

    Note: it is possible to suppress the automatic creation of users in the system using an option available in the settings dialog. See Settings for more information.

System manager

The first user to access a database has to access it using Windows authentication and will be set up as a system manager. A system manager can carry out the following functions which are not available to normal users:

  • Add users 
  • Edit other users’ details – including changing other users system manager status 
  • Delete users 
  • Change any user’s password 
  • Block users from accessing the system 
  • Change system settings 
  • Delete checklists 
  • Delete clients

All subsequent users who are automatically added to the list when they access using Windows authentication are set up as normal users. However, an existing system manager can elevate any user to a system manager as described below.

The list of users

On selecting the User management tab on the Ribbon bar, the list of existing users will be displayed:


For new databases only you will be shown as the only user on first access.

The list shows all users recorded in the system, together with the date they last accessed checklist data and if they are a system manager or blocked. By default, the list is sorted by user name, however, you can click in the header to the list to change the sort order. For example, to sort by user account, click the heading User account. You can also reverse the sort order by clicking the heading of the column by which the list is currently sorted. An arrowhead in the heading bar indicates the current sort order and if it is ascending or descending.

Adding a new user

Only system managers can add users. To add a new user, click on Add user and the Add user dialog will appear.


Complete the information as follows:

User account - a unique user account reference. If the user is also to be able to gain access using Windows authentication, this should be the same as their Windows login.

Password and confirmation - enter the password to be used to access the account. There are no special rules governing valid passwords, however, a password has to exist for users to gain access using application authentication. No password is required if the user is only going to gain access via Windows authentication.

First and last names - enter the names as they should appear for checklist completion details.

Email address - optional, for record purposes only.

System manager checkbox - if this checkbox is ticked, the user will be granted system manager rights.

User blocked checkbox - if this checkbox is ticked, the user’s account will be blocked and they will be denied access.

Click on OK and the user account will be created and displayed in the user list.

Editing a user

Only system managers can edit other user details, normal users can edit their own details. To edit a record, select the account in the user list and click on Edit user. You can also double click on a user in the list to edit it. The Edit user dialog will appear.


From here the User account, First and last names, and Email address can be changed.

If you are logged in as a system manager, the System manager and User blocked checkboxes will also be enabled, and you can change the settings. These checkboxes will be disabled if you are editing your own account. Hence you cannot block yourself or toggle your own system manager status.

Change password

Any user can change their own password and the system manager can also change the password of other users should they forget their login details. To change a password, select the account in the user list and click on Change password. The Change password dialog appears.


Enter the new password in both fields and click on OK.

Delete User

Only system managers can delete users. To delete a user, select the user in the list and click Delete user. The system will ask you to confirm if you wish the user to be deleted:


Select Yes or No as appropriate.

Note: you will not be able to delete a user if there are any records in the system which are linked to the user’s record, e.g. questions they have answered. If you try and delete a user which has active records, you will see the following message: The user is active and cannot be deleted. If you no longer wish the user to be able to access the system, edit their record and select ‘User blocked’. If you wish to stop the user from accessing the system, edit their record and tick User blocked.





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