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  The Admin Module

General Settings

General settings may be altered by a user whose login has been assigned authorization stage 2 or above.

  • Enter the contact information for your organisation. These values may be used as sender information for mail merge letters. The email address is also used as sender address for automatically sent emails.
  • The "birthday list +" and "birthday list -" fields control how many birthdays are shown in the front module, by showing birthdays which fall between "birthday list -" days ago and "birthday list +" days in the future.
  • You may apply a filter preset to the birthday lists. By doing so, only people defined by this filter preset will show in the birthday lists (in the front module, in the people module's birthday list, in die agenda view of the event module)
  • The start and end time of the day is used in the week view in the events and reservations module to define the first and last hour of the day that should be shown.
  • To make it easier to find current groups in the group module, set "Show groups that have ended" to no, this will hide groups with an end date that is in the past.
  • Show or hide hidden addresses: You may choose to have the hidden addresses of the person module to always or never be displayed. The third option adds a checkbox in the fastfilter submenu so every user may switch from showing them to hiding them.
  • Include firstnames for family exports: When exporting addresses as families you may want to use no firstnames to address you members (e.g. "family smith") or use the parents' firstnames only. With the third option you may include the firstnames of all family members currently filtered, which might be helpful when exporting children.
  • If "Allow login to edit its own address data" is set to yes, people are allowed to edit their own personal data. This is sometimes useful, but requires the login to have permission to use the people module.
  • Allow users to change their own password: This options allows users with authorization stage 1 for the admin module to change their own password.
  • Define access rights for event module by: The mode "event groups only" lets you define access rights for kOOL logins by event group. With the other option "calendars and event groups" access rights for event groups of the same calendar are set only once for the calendar.

SMS settings

  • Registered senderIDs: These sender IDs may be used as senders when sending sms messages
  • Register new senderID: (Only when using aspsms) Enter a mobile number to have it added as a senderID. An activation code will be sent to this mobile number which you will have to enter here.
  • Default country code for mobile numbers: This is used when sending sms messages and if no country code is given.

Mailing settings

  • Number of mails to be sent by cycle: This number of email will be sent each time the mailing script is run (usually every 5 minutes).
  • Maximum number of recipients (set to 0 to disable limit): Set a limit for the number of recipients. If a mailing email addresses more recipients the sender will receive a failure notice.

Settings for excel export

  • Default font name Enter the font name of the font to be used in excel exports.
  • Font name for title Enter the font name of the font to be used for titles in excel exports.
  • Make title bold? If this is set, the title will be set as bold.
  • Color for the title Specify a color to be used for the titles in excel exports.

Layout Settings

If their permissions allow, each user may use the layout settings to adapt the appearance of kOOL to their own requirements.

  • Front modules: Whether the individual front page modules are shown, as well as their placement is controlled using the radio buttons in this section. The settings take effect immediately.
  • Limit Lists: Depending on the size of the screen it can be useful to change the number of items in a list. This section allows limits to be defined for each module.
    Also the number of months to be shown at a time in the calendar year view can be changed here. 3.4.6 or 12 months may be selected.
  • Default views for each module: If the calendar view of the event module is most frequently used, set the default opening screen for the event module to calendar. If you would rather see the list view first, select that instead.
  • Menus: It is possible to define whether drop down menus should appear. The drop down menus, if selected, show the contents of the submenus for the module. It is also possible to define the order in which the menus appear.
  • Miscellaneous: Show notes submenu: Set to yes to have a notes submenu in each module
    Keep applied list filters after logout: Set to yes to have the applied list filters applied again after logout. List filters can be set by right clicking on a list's column header.
    File format for Excel exports: Select the desired format for Excel exports.

Layout settings for Guest

Since the guest account (ko_guest) does not generally have access to the Admin module, it cannot change its own layout settings. This menu entry, allows the same settings to be changed for guest as for any other kOOL user.


The Create Labels action from the people module, allows presets to be selected for the label sizes. These are defined in the labels section. These presets must be defined here before the export is done, as the people module requires that a preset be selected.

Change password

A user with authorization stage 1 for the admin module can change their own password. You can prevent them from doing so by deactivating the option mentioned above (see General settings).


Users who have authorization stage 4 may edit logins. These contain the Login name, the password, the modules the user is authorised to use, and their permissions. All these settings can be adjusted in the Admin module. New users may be created, and existing ones deleted or edited.

An existing Login can be copied. This means that all permissions and settings, (i.e. Submenu placement, layout settings, preset filters, column filters, etc.) are applied to the new login. In addition when creating a new login it is possible to select which Login the authorizations and settings should be copied from.

It is advisable to delete or disable a login that is no longer required, so your list of logins doesn't contain unused logins.


A person from the person module can be assigned to a Login. This assignment is the only way a Login can get personal data like a name, email address etc. This address data is then used e.g. for new reservations, so it doesn't have to be filled in manually every time. It is primarily important to assign a person's record to logins which have moderator rights for event groups or reservation groups. Notification emails for moderation will be sent to the email address of the assigned person.

You can assign a person to a login as follows. Edit the login. Choose the person under "Assigned person from database".


You may also set an admin email address for each login. This is useful if your kOOL doesn't offer the people module, so you may still have the moderation with emails working. But this admin email may also be used if a user doesn't want to have it's private email address stored in the people module to be used as sender email address. So this user may set his business email address which will override the one stored for the assigned person record.

The field "Admin mobile" works similarly for the mobile number. If a value is set, this may be used as sender ID for SMS messages. Remember to activate this sender ID and put it in ko-config.php.

Guest account ko_guest

The "ko_guest" login fulfils a special role. As soon as someone opens kOOL in a web browser, since they are not identified by a login, they are identified as ko_guest. Permissions for all "unknown" users can be defined with this virtual Login. It would be possible in principle, for the user to be placed in complete control of the person module, although this would generally not be desirable. This is the only login that cannot be deleted.

If someone forgets their password, a Login with appropriate permissions needs to change the login data, i.e. an administrator, can assign a new password. The old password cannot be retrieved, since this is saved in an encrypted format for security reasons.

The "Switch to selected user" button allows an administrator to log in as another user. Without this function the only way to log in as the user would be to know their password. The only way to become an administrator again is to log out and log in again.

A user may have been limited to only access people assigned to a certain group - see Fine Grained User Permissions (Rows) in the documentation for the people module. To allow this user to see people they add, choose this group from the drop down box labelled "Addresses added by this user will be assigned to this group". All people added or edited by this users login will automatically be assigned to the selected group. Otherwise the user would have to remember to assign the new person to the group.

Deactivating Logins

To revoke a users access to kOOL it is not necessary to delete their user ID. It can be deactivated temporarily. Once the login is reactivated it can log in again. It still retains all it's settings and permissions. In the user list is a status symbol with a red and green symbol. It shows at a glance whether the login is active or not. It is also possible to change the status of the login by clicking. There are two logins whose status can not be changed, root and ko_guest.

Admin Groups

Admin groups exist to ease adminisitration of users. Permissions may be assigned to admin groups in the same way as to users. Zero or more admin groups may be assigned to a login. The permissions are defined by all the groups.

For example, assume that the two admin groups "Hospitality" and "Addresses" are assigned to the login "george". The login itself has no modules or permissions assigned. The "Hospitality" group contains the two modules: "events" (stage 1 - viewing) and "Reservations" (Stage 2 - editing). The "Addresses" group contains the people module (Stage 1 - viewing) and a column filter preset containing the address columns (name, address, postcode and city) which restrict the columns that may be viewed.

The user "george" therefore has the combined rights, i.e. he can view the address data, edit reservations, and can view all people. Admin groups are a powerful way to administer many logins, particularly if a group of users need to have their permissions changed. By grouping users by the permissions they require, changes may be made to the group rather than editing every user separately.

News for the front page

Sometimes it may be useful to inform your users about certain aspects of kOOL. The front page news can serve this purpose by displaying your informations on the front page of kOOL itself.

Public news entries will be visible even when no user is logged in but they will also show for logged in users. The news of type "Only for logged in users" only appear after a successful login. The news entries on the front page are sorted by date.

A user needs access level 2 for the admin module to be allowed to add and edit news entries.

Log Messages

While using kOOL, all the important operations are logged in a database table. This fulfills various purposes: Archiving of past events, logging of users operations, recording errors etc.

The log filter allows the log entries to be filtered according to three criteria:

- type: The type of action logged

- user: Which user (Login) performed an action

- time: The time interval to be viewed.

To increase clarity the guest users actions can be hidden using the option "Hide Guest".

If a filter is not required, select the blank entry from the drop down list. If all three filters are empty , every entry in the database is shown. This can be a very long list.

SMS logs

If you're using kOOL to send SMS the SMS logs will let you keep an eye on the sent messages. The list shows all messages sent from kOOL within the given time range. Users with access level 4 for the admin module can see all sent messages. Users with access level 1 only see the messages they have sent themselves.

For each message the column ratio tells you how many messages could be transmitted immediately - for different reasons an immediate transmission is not always possible. The credits column shows the immediately used up credits.

The statistics below the list show you some more details including the estimated total of used credits.

©Renzo Lauper, CH-5000 Aarau, All rights reserved