You can use the security features in Practice CS to restrict staff member from accessing areas of the program. You may want to do this if you have staff members who perform specific functions and do not need access to every screen.

This article covers how to turn on security, how to manage security groups, and the recommended security settings. 

How does it work?

You turn on security for the entire firm. When you enable firm security: 

• The staff ID you enter in Practice CS Setup > Staff becomes a login to the program. 
• You need to set up and adjust your security groups.
• Every staff member needs to be added to a security group.

What security groups should I have?

You should set up security groups that gives each staff member access to the areas of Practice CS that they need to do their job.

If you haven't already, start by identifying your categories of staff or categories of work that your staff perform. For example, your staff may perform the following types of work.

• Timekeepers: Staff who only enter time into Practice CS.
• Billers: Staff who produce invoices.
• Administrators: Staff who perform administrative tasks like adding or editing clients, staff, activities, engagements, or projects.
• Partners/Owners: Staff who make billing decisions and monitor staff work and performance.

Suggested security groups:

• Timekeeper
• Biller
• Invoice approval
• A/R Entry
• Firm Partner
• Front desk
• Office Administrator & HR
• Project manager
• Staff manager

The access you assign to each group is up to you. If you want to read more about what kinds of access options you have, go to:

• More about security privileges: Explains the concepts of security groups, privileges, and how the menus work.
• Complete list of recommended security settings: A list of all the security options and recommendations for which options to turn on.

How do I start? 

Step 1: Turn on security

As soon as you turn on security, staff will have logins and passwords to Practice CS and you will need to immediately add staff to security groups.

1. Go to Setup > Firm > Preferences tab.
2. Under Security Options, mark Enable Firm Security.
3. Click Enter.
4. Click Yes to the message.
5. Go to File > Open Firm.
6. In the Staff ID field, enter ADMIN. 
7. Leave the Password field blank.
8. Click OK.
9. Set up a new password for the ADMIN log in.
10. Click OK.

Step 2: Create security groups

Security groups are where you add and remove access to areas of Practice CS.

1. 1. Go to Setup > Security Groups.
   2. Click Add.
   3. Enter a name for the security group in the Description field.
   4. Mark the checkboxes next to the areas you want the group to have access to.
   5. Click Enter to save.

See Complete list of recommended security settings for a list of recommended groups.

You cannot set security privileges for individual staff members, but you could create a group and add only one member to it. Practice CS comes with an Administrator group. Staff members in the Administrator security group have full access to every function in Practice CS. The Administrator group cannot be changed or deleted and at least one staff member must be assigned to it. Practice CS initially assigns ADMIN to the Administrator security group when security is turned on.

Step 3: Add staff to security groups

When you add a staff member to a security group, they automatically get all the privileges of that group.

1. Choose Setup > Staff.
2. Select a staff member and click Edit.
3. Click the Security tab.
4. Mark the checkbox next to the security group you want to add the staff member to.
5. Click Enter to save the changes.

See Complete list of recommended security settings for a list of recommended options.

Step 4: Create staff passwords

During the security setup, you have been logged in with the ADMIN staff ID. You need to give each staff their Practice CS staff ID and ask them to create a password.

1. Log in with the ADMIN staff ID and password that was set up in Step 1: Turn on security above. You may already be logged in as the ADMIN. 
2. Go to Setup > Staff. 
3. For each staff in the list, check the ID field on the Main tab. Give each staff person their ID. 

Ask each staff member to follow these steps:

1. Open Practice CS. If it's already open, close and re-open.
2. If the CS Professional Suite sign in screen appears, enter the Thomson Reuters ID as usual.
3. Enter the Staff ID given to you. This is the ID from Setup > Staff in the program.
4. Leave the password blank.
5. Click OK
6. IYou should be prompted to enter a new password. Follow the prompt.
7. Click OK.
8. You will be taken into the program and your new security access will be in effect.

If you forget your Practice CS password, see Reset or change a staff password.

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