There is nothing easy when it comes to trying to bring security into your Access database.  Ideally you would use SSO and talk to Active Directory.  Or SQL and have that applied.  But when all things are considered if you just want a simple solution to better handle options for users, and are not worried about password integrity…then this is basic and works.  NOTE:  it is NOT hacker proof, and NOT encrypted passwords.  That is another lesson on another day!

Create a Table called [TblEmployees].

Create fields in it called Role, and Empcode.  Role holds their role, and EmpCode holds their user ID they have when they login.

Assign various roles to the users in the database.

Create a login form that lets them pick their user, enter their password, and login. (I have a sample form for this if you need it).

Set a tempvar which holds the UserID (EmpCode).

Run the following code on the OnLoad event of a form:


As you can see this does a dlookup to get the role of the user using the tempvars.  It then hides or shows certain controls (buttons, fields, labels) based on the role.  it can also open or not open other forms, etc…sometimes I will call a form using acFormEdit, other times I call it using acFormReadOnly.  it depends on their role, the client, or many other variables.


Easy right?!

Jeff Shirley

Jeff Shirley

Founder & CEO
Jeff brings over 27 years of experience to the table, along with numerous awards, certifications, and real-world implementations.  His database solutions are currently running in industries including government, mining, agriculture, finance, education, science, research, non-profits, and healthcare businesses around North America and serve thousands of users day to day.  Jeff is a five-time MVP Award recipient for Microsoft Access, acknowledging contributions to community projects, evangelism, and educational outreach on Microsoft technologies.  Today there are less than 50 Access MVP’s worldwide. While Jeff focuses day to day on business management, IoT development, IT integrations and design, database architecture or other typical complex tasks, he also is a co-owner of Blue Heron Gardens, a commercial apiary running over 200 beehives.  Fresh honey is a small perk for many of our clients!

Mitch Redekopp

Mitch works with our clients day to day ensuring web development and IT projects are done to exceed customer expectations.  His background includes formal training in IT, Microsoft and CompTIA certifications, real-world business experience, and a true dedication to ensuring clients receive timely and professional support on their projects with Rivercity Technology Services.  Given the most difficult requests for IT solutions, Mitchell can assist our clients in finding a path to the best options which deliver results for our clients.  Mitchell is an avid soccer player and Manchester City fan, be sure to talk soccer with him when you can.