CONTENTS
What do I need to get started?
Accessing and Activating Cybertill
Welcome
Congratulations - you have chosen Cybertill to provide you with software to manage your retail business.
This manual is designed for you to use in line with a suggested training package. It will show you how to access your system and create user accounts for your staff, as well as introduce you to the different parts of the system.
Plenty of further documentation is available; see later in this manual for suggestions on which parts of the system to go to next (and which manuals to consult next).
Why Cybertill?
There are many benefits to using Cybertill, but the main reason is total control and easy access to both stock and sales information. It is an online system; it works entirely over the internet. Consequently, any information retrieved from the system is ‘live’, e.g. stock reports will show you your current stock levels at that exact moment.
To get the best out of Cybertill, it is essential that you consider carefully the way in which you set up your system, in order to maximise the usefulness of the information you can retrieve from it later.
It is recommended that you spend some time looking at the structure of both your business and your product base before entering data onto the system. (Although the vast majority of your data can be edited later, it usually amounts to less time and effort overall to plan and get it right from the beginning.) Do not worry if your business changes or you experience growth; Cybertill will be able to grow with you.
What do I need to get started?
You will need a PC and a decent internet connection (i.e. broadband).
Shortly after purchasing Cybertill, you should have been sent your Cybertill system’s URL (i.e. the system’s web address). It will appear in this format:
http://ct###.c-pos.co.uk/
Note that there’s no “www” at the start. Also, the ### represent a set of numbers. (This part of the URL will be different for every retailer.)
You should also have been given a nine-digit Licence Number (sometimes also referred to as ‘Licence Key’ or ‘Activation Key’). This Licence Number is unique to your company. Keep it secure. Without this number, you won’t be able to access your system – and should anyone whom you don’t want accessing your system get hold of it, they’ll be one step closer to getting in.
If you haven’t been given either your URL or your licence number yet, get in touch with the Cybertill Projects Team.
Accessing and Activating Cybertill
Accessing for the first time
You access Cybertill through an internet browser, just like a website. On your PC, you should have a desktop icon on your local machine named Cybertill Main Login.
- Double click on this icon.
Alternatively, if you do not already have the icon on your desktop to access, you can access via the Internet Explorer icon.
- Double click on Internet Explorer.
If you find that you not have either the Cybertill Main Login or the Internet Explorer icons,
- click on your Start menu at the bottom left-hand corner of the desktop.
A similar option to the one highlighted below should appear.
- Click on Internet Explorer to launch the webpage.
When launched, you should have access to an address bar which appears at the top of the page:
In the Address Bar,
- type in your Cybertill URL: http://ct###.c-pos.co.uk/
- press Enter on your keyboard.
Note: If you see a message that states that ‘This page cannot be displayed’, check that;
- you have typed in the URL correctly, and
- you are definitely connected to the internet.
If you have any further problems, contact the Cybertill helpdesk for advice.
The Cybertill activation page should now be displayed:
What is ‘activation’?
‘Activation’ is basically how you tell Cybertill which company you work for.
When you try to access the Cybertill system for the first time from your computer, Cybertill doesn’t yet recognise your computer. It doesn’t know who you are, which company you work for, or even whether you are accessing it from a till or a standard PC.
You’ll need to go through a short ‘activation’ process to let it know all of the above.
Note: You should only need to ‘activate’ your machine once. When you activate a machine, Cybertill will save something called a ‘cookie’ file to that computer. The next time you try to access Cybertill, it will be able to tell which company you work for by checking this ‘cookie’ file.
Activating Cybertill
To activate,
- click into the Licence Number field, and type in your company’s Licence Number.
- Click Next to continue.
Now, you will be asked for a Username* and Password*.
If this is the first time you’ve accessed this page, the only username that it will accept is: admin
…and the only password it will accept is: password
Note: the username and password are case sensitive. You must type in lower case letters for it to work.
Also note that you’ll be able to create other usernames and passwords for yourself and all of your staff shortly.
- Click Login to continue.
Next, you’ll be asked which Till you’re accessing Cybertill from.
Use the Till dropdown list to choose the correct option;
- If you’re using a PC, leave this option set to the default of No, this is not a till.
Or,
- If you are activating this machine as a Till, click on the Till drop down arrow to choose the correct Till at the correct Location. Or,
- If you are activating a mobile device, select the Mobile Device drop down arrow to choose the correct device.
- Click Next to continue.
You’ll then see an ‘Activation successful’ message.
- Re-enter your Username and Password once more and select Login.
If you receive a message similar to the one below, and you don’t understand what it means, we suggest you tick the ‘Don’t offer…’ box, and click No.
After a moment, you should then be taken to your Cybertill homepage, which will look something like this:
In addition to what can be seen here, you might also see some messages in the centre of this page, talking about ‘new releases’ or the ‘Cybertill Service Desk’. Those are announcements. We regularly post announcements on the homepage, to notify all retailers of any forthcoming changes to the system, promotions we’re offering, scheduled ‘downtime’ for maintenance etc. These messages will automatically expire after a set time, or can be removed manually. For now, do not worry about these announcements.
Congratulations – you have just accessed your Cybertill system!
Where do I start?
The first thing you should do is create yourself a ‘user account’ – i.e. give yourself a proper username and password.
Note: You’ll need to create different usernames and passwords for every member of staff eventually… but for now, let’s just worry about your own.
- Click on the Admin button on the top of the page.
This will open up a large list of options.
- Location to the Users section and select User Management.
On the next page, you’ll see a list of all the user accounts set up on your system so far.
To create a new one,
- select New at the bottom of the screen.
Note: the New User Wizard option is an alternate, simplified way of creating new users, but because it doesn’t give you the full range of options that the New link does, most retailers will get better results using that instead.
You’ll then find yourself looking at the New User form:
You’ll need to fill in this form as best you can.
Here’s a run-through of what each field on this page is for. (Fields that must be filled in will be marked compulsory.)
| Field Name | Explanation |
User Login | |
Username (compulsory) | This is where you enter this member of staff’s user name (aka login name).
Everybody’s user name must be unique. You won’t be able to create two user accounts with the same user name. |
Password (compulsory) | Enter this member of staff’s password here.
Anything you type into this box will be ‘hidden’ – i.e. every character you type will be covered up with a big black dot - so that anyone reading the screen over your shoulder won’t be able to see the password. |
| Password again (compulsory) | Enter this member of staff’s password again here.
If you don’t enter the exact same password here as in the previous field, you’ll get an error when you try to save this user. The system forces you to type it in twice as a precaution. It’s possible that you might mistype a user’s password once, but it’s very improbable that you would do it twice, in the exact same way. |
| PIN | In Cybertill’s till mode, the till operator will be forced to enter their PIN number at the beginning of every single transaction they perform. This is how Cybertill tracks which sales each till operator is responsible for. Every member of staff who serves on the tills must be given a till PIN number. Till PIN numbers can be between 1 and 7 digits in length. We’d recommend you make them 4 digits, though, as that’s a good, balanced length – short enough to type in quickly at the start of a sale, and long enough to be difficult for other staff to guess. Every member of staff’s PIN number must be unique; you can’t have two people with the same PIN. If you try to create a new user whose PIN is not unique, you’ll get an error when you click ‘Save’. For users who don’t ever serve on the till, you don’t need to enter anything here. |
PIN again
| Enter the member of staff’s PIN number in a second time here. Again, this is just a precaution against mistyping. |
| Is active | Leave this ticked for now. If a member of staff ever leaves your organisation, you can come back to this page and ‘untick’ this box accordingly. That will stop their username, password and PIN number from working from that moment onwards. |
User Details | |
| Name (compulsory) | Enter the staff member’s full name here. |
| Nickname | If you enter ‘nicknames’ for all of your staff here, then you’ll have the option to show staff nicknames on till receipts instead of their full names. This might be useful if you want to prevent customers from finding out your staff’s full names, for example. |
| Position | Enter the staff member’s job title here. |
| Does this member of staff have a work email address? If so, enter it here. | |
| Tel | Does this member of staff have a work phone number? If so, enter it here. |
| Till Level | Most retailers will be fine leaving the default value of ‘0’ in here.
This field is only applicable for retailers whose Default Setting ‘Allow till operator to resume sales suspended by other operators?’ is set to either ‘Less’ or ‘Equal or less’. Example: If someone senior (like a store manager) suspends a sale, would you want to prevent junior staff (like sales assistants) from being able to retrieve that sale and finish it?
If you don’t want any such restrictions on retrieving suspended sales, leave this at 0 for everyone. If you do, you’ll need to enter a “till level” number here. The higher the number, the more ‘seniority’ the user has.
Note: this setting only affects the retrieving of suspended sales, and nothing else; it has no bearing on what other parts of the system the user is allowed to access. |
| User Group | Here, you’re supposed to tick which User Group you want this user to belong to. The group you select here will dictate what the user is and is not allowed to do in Cybertill. Ideally, there should be a User Group for every job role in your business here. See later in this manual for more info on how to create new User Groups and set what permissions their members will have. You can select more than one group here, but it’s usually unwise to do so unless you have a good reason. See later in this manual for more details. Note: If you don’t tick any groups here, then the user you create will not be allowed to do anything at all! So, be sure to tick one. |
| Expand/Contract Menus | Retailers are advised to leave this on ‘inherit’, unless you have good reason to change it.
This setting is for whether you want the Cybertill back office’s menu screens to be expanded or contracted by default for this user. If left on ‘inherit’, it will use the system’s default. |
| Location Group | If you are using Location Groups, choose the group which this staff member belongs to.
If you aren’t using Location Groups, ignore this field. This is only applicable to retailers with several stores. |
| Location | Choose the branch which this staff member usually works at. If they don’t have a ‘main’ store, choose any of them. Note that users will be able to log in to the till in any store, regardless of what this ‘Location’ field is set to for them. This setting only affects when users log into the back office part of the system. |
| Can approve activations | If you wouldn’t want the user you’re creating to be able to access Cybertill from their home computer, then don’t tick this box. Staff members who ‘can approve activations’ are permitted to access Cybertill from any computer they like (assuming they know the system’s web address and licence number). Also, they may be able to grant other users the ability to access Cybertill from home as well. So, you should only tick this box for users who you trust. For users who cannot approve activations (i.e. for whom this box is not ticked), they won’t be able to access Cybertill from their home computers without getting approval from someone who can. |
| Can accept terms and conditions | This field is for setting whether this user is permitted to accept changes to Cybertill’s terms and conditions of use. It is advisable to leave this unticked for everyone except the most senior personnel (e.g. the owner of the business, and/or the head of IT). |
| Culture | The option you choose here will affect the language or spelling in certain parts of the system. Choose between:
|
| Messages max history | Only applicable for retailers who use the system’s ‘internal messaging’ facility. Here, you can set the maximum number of messages which users can keep in their inbox. If users allow their inbox to fill up, then as new messages are received, their oldest messages will be automatically deleted to make room. |
| Can log into any POS | Only applicable to customers who use Seamless Till. You can now identify users who may work temporarily at a location other than their own, and ensure that if the till drops offline, they can still sign in.
Enabling this field within user profiles should be kept to a minimum in order not to impact the time taken to download required offline data when a Seamless Till first launches. |
Options | |
| Commission Rates | If your staff earn commission for selling certain items, tick the commission rates which apply to them here.
See the separate manual on Commission for more detail on this. |
Once you’ve filled in all of the required options,
- click the Save button at the bottom left of the screen.
Or,
- click Save and add another to save the data entered and return to a blank form to add another user.
You should then get a ‘success’ message at the top:
If you get a red error message instead, that means something wasn’t quite right – perhaps you missed out a ‘compulsory’ field, or entered a username or PIN which another user already had. The error message should tell you exactly what was wrong, so try fixing the problem then clicking Save again.
Once it has saved,
- click the Back to list link at the bottom left.
You’ll be taken back to the list of all users, and you should see the new account in there.
Now you’ve created a new user account, you can use it!
In the top left corner of the screen,
- select Logout.
To log back in on your new user account,
- enter your new Username* and Password*, then click Login.
Now you’re logged in as yourself, it would be good practice to disable that ‘admin/password’ account. This will help to keep your system a little bit safer from anyone attempting to ‘hack in’. To do this:
when the Cybertill home page appears,
- click on Admin on at the top of the page, then find and click into User Management once more.
You’ll now see two user accounts in there – one for ‘admin’, and one for yourself:
Note that for each account, there are separate options named Edit and Edit Permissions.
- Click Edit for the ‘admin’ account.
When the Editing User page loads,
locate to the Is active field and untick
You should then see a message advising that the item was updated successfully.
Next Steps
Now your system is activated and you’re a little more familiar with it, you should move on to entering some more of your company details. We suggest you move onto the Locations Setup User Manual location on the Helpsite (https://help.cybertill.co.uk/) and within File Store > User Manuals > Getting Started.
If you require any further assistance please contact our Service Desk on 0844 855 1600 or support@cybertill.co.uk or try our self-help site at https://help.cybertill.co.uk
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