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Users and Passwords

With DanceWorks Online you can create as many user names and passwords as you need. We recommend creating a user name and password for each person who has access to the program. Creating individual user names offers your school more security by giving you the ability to limit which screens and functions each employee has access to. Certain functions, such as deleting transactions, are tracked and time stamped so that you’re able to see which users performed certain tasks and exactly when it was done.

To add a new user (Admin Only):

  • Select Admin from the Menu Bar (3 horizontal lines).
  • Select Settings.
  • Click Users and Passwords.
  • Click Add User.
  • Enter the username.
  • Enter the new user’s email address.
  • Enter the new user’s display name (this will display next to “Logged in as User” at the bottom of the screen).
  • Select the Access Options for the new user by checking the boxes (a check enables the option).
  • Enter the password (case sensitive).
  • Enter email settings (if desired).
  • Choose any User Defaults (if desired).
  • Click Save User.

Linked to Staff Member – This function allows you to link the username to a corresponding staff member from the staff tab. Linking the user to staff member limits that user to only being able to view their own staff screen and not other staff members.


User Access Options Linked to Staff Member – The user access options give you the ability to control which screens each username has access to and what functions the user can perform on those pages.

Example: In the screen shot below this user is setup so that they do not have Admin privileges and have no access to Admin or settings screens. They do have the ability to send emails and text messages. They also have the ability to view and add accounts but do not have permission to enter or charges, payments, or refunds.


Setting Up User Email:

Each DanceWorks Online username has to ability to be able to email from the main studio email address or an email address that is specific to that user. Here you are able to add the settings for the user specific address. Like setting up the main studio email address you will need to get the SMTP Server,  Outgoing Port Number, and email password from you email provider.

Note – We do not recommend saving the password for user specific email addresses because that would give other users the ability to send emails from this address.




User Defaults:

The user defaults allow you to customize DanceWorks Online to a specific user’s needs or preferences. Here you set things like the account list sort, or the way classes are sorted, or the number of rows of students that appear on a page to a particular user’s liking. You may also control which notification the user sees in the header of DanceWorks or even subscribe that user to our blog updates.





To edit a user (Admin Only)

  • Select Admin from the Menu Bar.
  • Select Settings.
  • Click Users and Passwords.
  • Click Edit next the user name.
  • Make any necessary changes.
  • Click Update User.


To delete a user (Admin Only):

  • Select Admin from the Menu Bar.
  • Select Settings.
  • Click Users and Passwords.
  • Click Delete next to the user name.
  • The message “User successfully deleted” will appear below the list of Users.

3 responses to “Users and Passwords

  1. Is there a way to allow staff to view the accounts and students tabs but not allow them to edit them?

    1. Hi Danielle,

      My apologies but I am just seeing your post. We have actually just made some updates to the user settings giving you more control over what each user can and can not do. Now you have the ability to do things like allow a user to view an account but not be able to view transactions. Or, you could allow them to view transactions but not allow them to enter any charges or payments. I have just updated this post so you may want to give it another look-see.

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