Special licenses are System users, Owner logins and AP02's (US only). Adding them to your subscription usually requires your agreeing to any extra charges and having vintrace add the license to your subscription.
Additional charges for System users only apply if you are adding more users than is included with your level of subscription and certain add-on modules.
Once the license is added, any user with Local admin permission made create the new entries in the Address book.
For more information on managing your license/subscription, click here.
Note: If you have deactivated any system users accounts, you may be able to swap an inactive account for a new one.
Next, go to the Address Book (the Rolodex at the bottom of the screen).
Click the Add button in the lower left corner and choose “System User”.
Fill in the user’s first and last name, email and phone number. This information is helpful to the vintrace support staff in communicating with winery staff.
At the minimum, set the Operator role so that work may be assigned to this user.
Note the Permissions on the right. When adding a new System user, vintrace assigns a set of default permissions. Click here for information on what each permission allows; including the default permissions.
As a local admin, you may add or remove any of the permissions; removing all creates a view-only user. The goal is to ensure the user has sufficient permissions to perform their job without allowing them to perform actions not appropriate to their job.
We do ask that you do not assign Can create dashlets, Enable API login or Force unlock.
Note: Users may change their password at any time: head to Tools > Change Password. As the local administrator, you can’t recover a lost password, but you may change the password. This is also a good way to cut off access to a user for administrative reasons.
You have the option of setting up generic accounts based on roles within your winery; for example, LabTech1; Cellar1, Cellar2, etc. These are very useful for seasonal employees or other positions that tend to have a higher turnover rate. You only need change the password to allow the new user access, while denying access to the old user.
We typically recommend assigning a temporary password (your 3-letter client code plus the current year [jx22019]); set the Force password reset next login as shown below.
When you are satisfied, Save.
Send your user information on their username and password. It's also a good idea to send the url's for accessing your database.
For your live database: go.vinx2.net/[your 3-letter client code]
For your demo/sandbox: go.vinx2.net/[your 3-letter client code]demo
If your custom crush or contract clients want to view their wines and run reports, a restricted login can be set up for them that will show only their wines and is read-only (view but no actions may be entered).
This type of access is called an Owner Login; it does involve a change to your subscription and can only be added by the Local vintrace Admin or vintrace Support.
For information on managing your subscriptions/license, click here.
Setting up an Owner Login (which is considered an “individual” account) requires that their organizational owner account be set up first.
For information on adding a new owner (client) and set their auto code, click here.
Go to the Address book; click the Add button in the lower left and choose Owner login.
We suggest putting either the full name of the client or the winery name itself in the First Name field.
In the Last name field, we suggest OWNER LOGIN.
Assign the username and password and assign the owner in the Owner field.
We recommend that you assign a temporary password (your client 3-letter code + the current year - all in lowercase) and force the user to change the password when they login.
Click Advanced > Roles > Current individual roles > Owner login
When complete, click Save and send the details to your customer.
You may wish to send your client information on their new Owner login; here is a sample that you may wish to use:
At your request, we have set up the following OWNER LOGIN account for you:
Username:[enter username as shown above] (lowercase)
Password:[enter temp password] (lowercse)
You will be asked to change the password on your first login. We suggest a moderately strong password (6-8 characters with at least 1 upper case letter and one numeral).
Here is the url to be used:
go.vinx2.net/[your 3-letter client code]
Please note you will need to use Google Chrome, Firefox or Safari as vintrace is not compatible with Internet Explorer or its successor, Edge. Please set your browser to allow pop-ups.
Please let us know if you or your client have any questions or encounter any issues during login; we can contact vintrace on your behalf.
Under US law, clients who make wine at your facility under their bond can be set up as an AP02. This bond will always take precedence over your bond as your client will be operating as a winery-within-a-winery.
After your client has received their AP02 bond number, you may create their special AP license in vintrace.
Head into the Address book > Add > Organization.
In the Company name field, enter the client's business name, followed by AP, or -AP or something similar. This helps differentiate between APs and other owners.
Complete the email, phone and address.
From the list of Roles, check Owner, then click Edit.
Assign an Auto code (short code) that can be used in any Auto code where the owner is used.
Check AP owner and click the Add/new tool (*+).
Fill in the TTB bond info as shown.
Note: the Employer ID # (EIN) is required for your client's TTB reports; here is where you set it.
When complete, click Save.
If you don't have all the bond information, fill in as much as you can. You may return to the TTB Bond info screen by clicking the edit tool (pencil). You will want to have all the information entered here before you run this client's first TTB report.
If your client has bulk wine that needs to be transferred over to the new AP02, click here.
To run an AP02's TTB reports, their bond will be available from the drop down bond list in TTB Report of Wine Premises Operations (TTB report), Tax Breakdown Report and State Government Tax Class Report in the Government Reports menu.