Employee Lockout

Employee lockout is a security feature that ensures employees have an active account and have knowledge of the password to access OpenAir.

Important:

OpenAir Customer Support cannot act as an administrator for company specific data-related items such as unlocking employee accounts or resetting passwords. As an account administrator, you perform these tasks for your company.

Account administrators can control the following Employee lockout options. To do so, go to Administration > Global Settings > Account > Security, and use the instructions for each of the following setting on the Security form.

• Failed logins to allow before locking employee — Select a value from the dropdown list. This is the number of times an employee can attempt to sign in using an incorrect password.

  Note:

  Locked employees see the same on-screen error message on the OpenAir sign-in page whether the employee credentials are invalid or the employee is locked out of OpenAir.

  By default, OpenAir sends a lockout notification email to the employee when the employee exceeds the number of sign-in attempts permitted.

  Lockout notification email can be disabled for your account. To stop OpenAir sending lockout notification email to employees being locked, contact OpenAir Customer Support.

• Send employee lockout notifications to this email address — Enter an email address. When a user reaches the maximum number of sign-in attempts and is locked out, an email notification is sent automatically to the address supplied in this field. The email includes the name of the employee so account administrators within your company can follow the appropriate password reset procedure. Typically, administrators unlock the user account and send an email notification to the employee or reset their password reset and notify them verbally or by email. OpenAir Customer Support is not allowed to unlock employees — you should include the email address of one of the administrators for your OpenAir account.

  Note:

  You can specify multiple email addresses separated by semi-colons. However, depending on how long your email addresses are within your company, you may be able to enter only one to three. A better option would be to set up an email distribution list and use this in the notification field. Then your distribution list can be expanded as your list of contact employees grows or modified as your organization changes.

  Create an email distribution list if you have more than one office location or department using OpenAir. Appoint ownership of various general employees to specific individuals on this distribution list or allow a primary and backup support structure within your environment.

• Employee log in support email address — Enter an email address or the alias for an email distribution list. Typically, this should include the email address for your company's Help Desk. If an email address is specified, OpenAir Customer Support will direct employees to the email address provided in this field for any access issue such as unlocking employee accounts or resetting passwords.

  Tip:

  Create an email distribution list if you have more than one office location or department using OpenAir. Appoint ownership of various general employees to specific employees on this distribution list or allow a primary and backup support structure within your environment.

Users have the following recourse if they forget their password or need help with unlocking their user account:

• Users can click the Forgot your password or ID? link on the OpenAir sign-in page and enter the email address associated with their OpenAir user account. If the email address supplied is associated with an active OpenAir user account, OpenAir sends an email to that address containing the Company ID, the User ID as well as the password hint entered by the user when setting their password. For more information, see Signing In Using Your OpenAir Sign-In Details.

• Users may contact any of their account administrators to request a password reset or to obtain help with unlocking their account. Account administrators can then set a temporary password from the Demographic settings form on the employee record in OpenAir. See Demographic.

  Note:

  Administrators who need help with resetting their password or unlocking their OpenAir user account should obtain help from other account administrators, or contact OpenAir Customer Support if there is only one administrator for the OpenAir account.

• If the Password Security Questions optional feature is enabled for your account, users can click the Reset password or unlock account link on the OpenAir sign-in page and regain access to OpenAir by answering a security challenge.

  To enable the Password Security Questions feature, contact OpenAir Customer Support.

  Note:

  Review the following guidelines:

  • If the Password Security Questions feature is not enabled and a user attempts to regain access to OpenAir using this method, an error message appears. To specify a custom error message, go to Administration > Global Settings > Account > Security. and enter the custom message in the Custom error message for password questions box. You can use this custom message to provide the user some information about opening a ticket with your company's internal help desk, for example.

  • If you require answers to the security questions to have a minimum lengths, contact OpenAir Customer Support and request to change the minimum number of characters each answer must contain to a specific value.

  • System emails are disabled by default on sandbox accounts. The Forgot your password or ID? and Reset password or unlock account links can therefore only be used for production accounts.

For more information about the Password Security Questions feature, see Password Security Questions, Setting Up Security Questions and Resetting Your OpenAir Password.