Set Up POR Security Groups and Operator Security in Elite

This article shows you how to manage Security Groups, update an Operator’s security settings, and lock down access to sensitive menus and reports in Point of Rental Elite.

Doing this now keeps your team in the right lanes, reduces mistakes, and makes cutover smoother since these security settings can be carried into go-live.

Topics Included in This Article

1. Creating a Security Group

   • View and edit a Security Group

   • Add or remove operators from a Security Group
      

2. Create or update an Operator record in Elite

   • Assign Security Groups from an Operator record
      

3. Understanding Security Permissions

   • How to Get There

   • Security Permissions Hierarchy

   • Lock down left menu items and key financial actions

   • Restrict Configuration and File Maintenance access

   • Enable admin permissions for POR One features

   • Control report access with Report Engine

   • Use uLearn to find reports and answers

4.  FAQ

Creating a Security Group

1. Click the Gear icon (top menu) to open System settings.

   
    

2. In the center area, scroll down until you see System, then click Security Groups.

   
    

3. Press the Add Button. 
   
   
   
4. Enter a name and press Submit. 
   
   
   

View and edit a Security Group

1. Click the Gear icon (top menu) to open System settings.

   
    

2. In the center area, scroll down until you see System, then click Security Groups.

   

    

3. Click a Security Group (example: Management).

   

4. Click the Pencil icon to enable editing.

   

Add or remove operators from a Security Group 

Adding Operators

1. Click the Gear icon (top menu) to open System settings.

   
     

2. In the center area, scroll down until you see System, then click Security Groups.

   

    

3. Click a Security Group (example: Management).

   
     

4. Click Operators (right-side operator menu) to view who is assigned.

   
     

5. Click the Pencil icon to enable editing.

   
     

6. While editing a Security Group, click Add Existing.

   

         

7. Check the operators you want to add. You can find users by using the search and the filters.

   

       

8. Click "Submit Selected" (bottom right).
   
   

   ⚠️ Important: There is also a "Submit All" button. It will add EVERYONE to the group (it does prompt a confirmation, but it’s still easy to cause a mess).

   

Removing Operators

For more details on locating and opening Security groups, see the View and Edit Security Groups section.  

1. In the Security Group > Press Operator > then press the Pencil icon to edit the Security group.
   
    

2. To remove one operator, find the person in the Operators list for the Security Group. In the Action column, open the dropdown.
   
   
   

3. Click Remove.
   

Create or Update an Operator record in Elite

If you need to jump to creating an operator record, click here. 

Updating an Operator Record

1. Use the main search bar dropdown and choose Operator.
   
    

2. Press Enter to open the Operator search bar.
   
    

3. Click an Operator’s name to open their record.
   
    

4. Click the Pencil icon (top right) to edit.
   

Creating an Operator Record

1. Use the main search bar dropdown and press the Plus icon next to Operator.
   

Important Areas to Focus On

From the Operator record, pay attention to these areas:

• Store assignment - Every active operator must be assigned to a store or they won’t be able to log in.

  • Press the Store Icon > Add existing.
    
    
    
  • Select a store location by checking the box, then press "Submit Selected".
    

    ⚠️ Important: There is also a "Submit All" button. It will add the operator to EVERY store (it does prompt a confirmation, but it’s still easy to cause a mess).

    
    

• Information tab (main area) - Operator Name, Time Clock ID, contact info, and general details.
  

• Security tab - User ID, password, password level, and email for Single Sign-On (SSO). 
  

  • For more information on setting up SSO, see the article Elite | Single Sign-On (SSO) & Global User Admin.

• Discount limits - Under the Security tab, set a max discount by percent or dollar amount at the operator level.
  

• Maximum PO value - Required for anyone who needs to fully authorize a Purchase Order (otherwise, they can only create requisitions).
  

Assign Security Groups from an Operator record

1. In the universal search, search for and open the Operator record.
   
    
2. Click Security Groups (top right).
   
   
   
3. Press the Pencil icon to edit the operator record.
   
    
4. To add operators to a security group, go to the next step. To remove security groups, press the action dropdown and select "Remove". 
    
5. Click Add Existing to add the operator to a group.
   
   
   
6. Select the security group by checking the box, then press "Submit Selected". 
   

   ⚠️ Important: There is also a "Submit All" button. It will add the operator to EVERY security group (it does prompt a confirmation, but it’s still easy to cause a mess).

Understanding Security Permissions

Now that you have created operators and security groups, you'll learn how security permissions work and assign security groups to permissions.

How to Get There

1. Click the Gear icon (top menu) to open System settings.
   

    

2. Press System.

   
    

3. Press Security.

    
    

4.  Choose a security area, for example, Configuration.

   
    

5. Use the search bar to quickly find permissions.

   

   In Elite Security, permissions flow left to right. Learn about the security permission hierarchy in the next section. 

   • Company permissions apply to everyone.

   • Security Group permissions override Company.

   • Employee permissions override both.

Security Permissions Hierarchy

Color Coding

Color-coding helps you see what the selected employee ends up with based on those layers.

Lockout prevention

If you turn off your access (like the Security menu) by mistake, you can still fix it before you log out.

If you’re locked out

If you log out and can’t get back in, contact POR Support.

Lock down left menu items and key financial actions

Use the Left Menu section to control what menu items people can access (examples: Transactions, Tools, Dispatch, Accounting, Purchasing).

1. In Security, open Left Menu.

2. Review what menu items each group should see.

3. Set each permission at the right level:

1. • Use Master = Yes for full access.

   • Use Counter/Other groups = No or blank based on need.

Recommended lock-down items from the session:

Restrict Configuration and File Maintenance access

The Configuration permission controls access to the Gear menu.

File Maintenance is under Configuration, but it can also be opened another way.

Watch out: Even if someone can’t open the Gear menu, the Magnifying Glass search next to the Gear can still locate screens like File Maintenance if the user has permission.

To keep File Maintenance locked down:

1. In Configuration Gear > System > Security > find File Maintenance.

2. Set Company = No (or keep Company off and explicitly manage by group).

3. Make sure your Counter group is not enabled for File Maintenance.

If you ever need someone to access File Maintenance without giving full Configuration access:

1. Turn on File Maintenance for that specific employee.

2. Teach them to open it using the Magnifying Glass search.

Enable admin permissions for POR One features

These are useful to enable early for your Master group, even if you can’t use them until after go-live (because Single Sign-On is not active yet):

1. In Security, locate Global User Admin.

2. Set Master = Yes.

You may also want to set Consumer Portal Configuration to Master = Yes so you’re ready to configure it later.

Note: You likely won’t be able to access these until you’re using Single Sign-On after go-live.

Control report access with Report Engine

1. In Security, open Report Engine.

2. Decide how broad report access should be.

Common best practice: Turn off all reports at the Company level, then turn on what your Master group needs.

If some teams need only a few reports (delivery/pickup, warehouse, etc.), consider creating a reporting-focused Security Group with limited report access.

Use You Learn to find reports and answers

1. Click the Question Mark menu (right-side buttons).
2. Click uLearn.
3. Use it to search for articles/videos or ask the AI tool questions like: “What report shows X?”
4. Click Report Topics to browse reports in a category-style view.

More Information / FAQ

What’s the safest way to manage permissions for a whole team?

Use Security Groups for the broad strokes (Counter, Warehouse, Master), then use Employee-level permissions only for exceptions (like one person who needs approval rights).

What happens if I accidentally remove my own access to the Security screen?

You won’t be locked out until you log out and back in. If you realize you changed something you shouldn’t, fix it before logging out. If you’re locked out after re-login, contact POR Support.

What’s the difference between “Submit Selected” and “Submit All”?

Submit Selected adds only the people you checked. Submit All adds everyone (or adds the user to every group, depending on the screen). It will ask for confirmation, but it’s still risky if clicked unintentionally.

Do Time Clock Only operators need a password level?

Not necessarily. In Elite, Time Clock Only operators primarily need an Operator ID. If they need to use the POR One mobile app, add an SSO email so they can log in without accessing Elite.

Why can someone sometimes access File Maintenance even if they can’t open the Gear menu?

The Magnifying Glass search next to the Gear can still locate screens (like File Maintenance) if the user has permission for that specific feature. Lock it down using the File Maintenance permission.