Users and Security
Data Entry Validation
Last Updated: July 15, 2026NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. The Data Entry Validation options in Spectra and Stratus Desktop allow you to select which fields require validation when entering data. You can select any field from the list on the left side of the screen – fields from client,...
Setting up Departments
Last Updated: July 15, 2026Departments give you a way to organize your staff by their responsibilities. There are a variety of items in the software that can be assigned to a department, notifying each user in the department of the task, phone call, email, etc. that needs to get done. These items will appear on the home page for...
Setting up Security
Last Updated: July 15, 2026NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. There are two ways to choose security settings within the software – by individual user and by security groups. You may decide to use just one or the other, or you may prefer a combination of the two. Each method...
Setting up Users
Last Updated: July 15, 2026WHAT IS A USER? A user is anyone who uses your business location (or any other work area), such as a photographer or salesperson. A user is also any employee for whom you may need to schedule sessions or appointments. HOW MANY USERS CAN I HAVE? As many as you need! The number of users...
Time Clock
Last Updated: July 15, 2026NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. The Time Clock allows users to clock in and clock out, recording their hours. To use the Time Clock, go to File > Time Clock or press Ctrl+T from anywhere in the software except the calendar. There are a...
Audit Trail Logs
Last Updated: July 15, 2026Creating an audit trail for your most important and secure information is a good idea, especially if you have multiple employees creating invoices, giving discounts, and recording credit card transactions. The audit trail logging options give you even more tracking features that will ensure your financial transactions are secure. Audit Trail Log Report – Once...
Security Settings
Last Updated: July 15, 2026This topic provides a list of software features that can be controlled with security settings, either for a security group or an individual user. See Setting up Security for instructions on how to set up security in your software. Security Settings by Feature Each of the following features will have a number of restrictions to...
GDPR Practices (EU)
Last Updated: July 15, 2026Effective May 25, 2018, the European Union GDPR (General Data Protection Regulation) will be in effect. This document provides our recommendations on how to use Stratus to help your studio meet the new regulations for both client data and marketing practices. Note: these are merely recommendations to assist as you endeavor to have your business...
FAQs – Ex-Employees
Last Updated: July 15, 2026“I have an employee who is no longer with my business – what do I need to do to ensure that person no longer has access to my database?” This situation is most commonly found with Stratus users, since their database is hosted in the cloud and accessible anywhere with an internet connection, but Spectra...
FAQ: How to fix overlapping Clock in’s
Last Updated: July 15, 2026Occasionally, the Time Clock may open behind Stratus, and if a user doesn’t catch it, they can get a message: Only someone that belongs to the Security Group Administrators can fix this message. 1. Log into Stratus using the Administrator user 2. Open the Time Clock (File > Time Clock) 3. From the Employee drop...