Microsoft’s Business Central ERP system is very large, but very scalable. It works for single-person kitchen table FFLs as well as enterprise-sized FFLs. Business Central, aka “BC,” is not something that can be downloaded from Apple’s AppStore, nor Google’s Play Store. Licenses must be purchased from Microsoft Partners, such as the FFLAssist team.
Because BC and the FFLAssist add-on are huge systems, you, as an FFLAssist user, will need support or training at some point. You are going to need the FFLAssist team to access your system. To allow the FFLAssist team access to your database, we use what Microsoft calls a “Delegated Admin” account.
The easiest way to describe a Delegated Admin account is to imagine the FFLAssist team as the Maintenance Supervisor of a multi-story apartment building with the master key. You, as a resident of the apartment building, call on the supervisor when you have a leaky faucet or something else requiring maintenance. You give the supervisor permission to access your unit, either when you are home or when you are at work. The supervisor uses the master key to gain entry to your unit to fix what needs fixing. After the fix, the supervisor locks your door on their way out. Otherwise, the Supervisor stays out of your unit.
FAQs about Delegated Admins:
Q: Do Delegated Admins use or consume one of our paid Business Central licenses?
A: No. As authorized Microsoft Partners, the FFLAssist team’s Delegated Admins have the equivalent of an apartment complex master key. We do not log in as one of your employees. Microsoft explicitly disallows partners from doing that now. Delegated Admin keeps your audit trail clean and keeps us compliant — and frankly, it protects you.
Q: Do I need to grant permission for the FFLAssist team to be a Delegated Admin of my database?
A: Yes, you and you alone, as the dealership owner or general manager, control whether or not the FFLAssist team can be Delegated Admins of your database. Upon signing up for FFLAssist, you will receive an email from the FFLAssist team asking whether or not you grant us access. By following the instructions in the email, you will either grant or deny us access. This approval/denial process takes no more than 5 minutes.
Q: Can Delegated Admin access be revoked?
A: Yes, you can revoke our Delegated Admin access anytime.
Q: Does Delegated Admin access comply with ATF rulings?
A: Actually, this is the best part. It eliminates shared logins. It limits access strictly by role. It creates a full Microsoft audit trail. And it maintains separation between staff and external support, all things which ATF inspectors look for during audits.
Q: Can you see my A&D Book or my 4473 data?
A: Only to the extent required to support the system — and only while access is granted. We don’t have permanent access, and we’re not a named user in your system.
Q: Can Delegated Admin access help us or hurt us during an ATF audit?
A: It actually helps you. Suppose you are scheduled for your audit shortly after signing up for FFLAssist. You and your team may not yet be familiar enough with the application to answer inspector questions, such as “Can you print this 4473?”, or “Can you print your A&D book showing only lost/stolen firearms?” You simply call us, and we log in to your database and send that 4473 to your local printer or print the A&D book filtered for just lost/stolen firearms, on your behalf. As a Delegated Admin, we can help you when your ATF inspector is standing over your shoulder, asking you for information.
Q: Does this create new users or licenses?
A: No. No guest users are created, and no Business Central licenses are consumed.
Q: Is Delegated Admin access common?
A: Yes. This is the same access model used by Microsoft and top-tier Business Central partners across regulated industries throughout the world.
