Adding other users to the system: Difference between revisions

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{{#seo:

|title=Setting up providers in SimplyBook.me Appointment scheduler

|description=Add team members and assign roles securely. Manage user access to fit your needs. Click here for the full guide!

|titlemode=append

|keywords=faq, frequently asked questions, booking software, appointment system questions, appointments online, calendar software, booking system, system users

|keywords=faq, frequently asked questions, booking software, appointment system questions, appointments online, calendar software, booking system, system users, system users

}}

</translate>

__FORCETOC__

==How to create new system user==

You can create a separate user for the person who needs to access your admin page in Manage -> Users page and assign the corresponding rights to that user.

See the list of available user roles below.

:To create new user please click on + button at the top:

[[File:~~Create users~~.png | center]]

[[File:Add new user path redesigned.png|1200px|border | center|link=https://help.simplybook.me/images/3/39/Add_new_user_path_redesigned.png]]

:Fill in login, email address, select user level group, set first password, relate with a provider if necessary, add first and last names, phone number.

[[File:~~Attach~~ user to ~~provider v3~~.png | center]]

::'''Please note!''' Login is unique for every user. If you delete some user it will not be possible to reuse the same login for another user.

[[File:Relate user to providers path.png|1200px|border | center|link=https://help.simplybook.me/images/8/8c/Relate_user_to_providers_path.png]]

After this, just enable the switch Send login information to user and save the user record.

The system will automatically send the email with the login credentials according to the template you have set in Settings -> Email and SMS Settings -> New user login notification.

[[File:New user email template.png|1200px|border|center]]

[[File:New user email template redesigned.png|1200px|border|center|link=https://help.simplybook.me/images/b/b4/New_user_email_template_redesigned.png]]

Or you can manually send login and password to your users along with the link to your admin page after saving the user.

</translate>

==User Roles==

~~==User Roles==~~

;'''Admin'''

If you created the system for your company at SimplyBook.me then you have admin rights by default. This means the highest access level among all users and you can create other administrators with the same access level.

'''Please note!''' To protect your system from mistakes, we do not allow to delete the default administrator so if he/she should no longer have admin rights, you need to change his/her email and password to limit the access. The second and further admins can be removed.

You can relate each user to one or several providers(employees) to allow them to view and/or manage bookings, schedules, etc. depending on their level of access.

;'''Senior Employee'''

The Senior employee level allows the users to see the workload of others but they can only make changes to settings that relate to providers. These users do not have access to company configuration settings.

The Senior employee level allows the users to see the workload of others but they can only make changes to settings that relate to providers. These users do not have access to company configuration settings. Senior employee users are not tied to specific service provider/s. They have full access to all service providers added to the system, allowing them to view, add, edit, change schedules, and delete providers.

</translate>

This is a list of functions they cannot access:

*Dashboard

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''(for more details see table below)''

</translate>

;'''Junior Employee'''

~~When your~~ company has many employees ~~and their function mainly relates to~~ their own ~~job~~, the ~~~~Junior employee~~ settings~~ can be ~~used~~. This ~~setting allows~~ the ~~user only~~ to ~~see~~ workload and make ~~changes~~ to own bookings ~~but not for others~~. ~~The ~~Junior employee</~~span> can not see what the others are doing~~.

In cases, company has many employees with roles primarily focused on their own tasks, the Junior employee user can be created. This user level grants employees the ability to view their own workload and make modifications to their own schedule and bookings. When creating a Junior employee, the option to select the associated service provider/s is available. Notably, it is possible to connect more than 1 service provider to a Junior employee user, enhancing flexibility and control across various setup scenarios.

~~This~~ is ~~the list of functions accessible~~ to Junior employee:

The functionality of selecting multiple service providers for Junior employee is particularly advantageous in situations where a team member requires access to specific providers' schedules or several providers connected to [[Multiple Locations custom feature|multiple locations]].

Junior employee has access to the following functions:

*Calendar (can manage only own bookings and notes)

*Worktime (can change only own schedules)

*Service providers (can see only ~~himself~~)

*Service providers (can see only associated service provider/s)

''(for more details see table below)''

<nowiki>*</nowiki>''On the enterprise level it is possible to hide client contact details from Junior Employees, as well as prohibit editing and cancelling bookings, statuses updates.''

</translate>

'''Please note!''' If a Junior employee user is not assigned to any service provider then his level of access will be automatically downgraded to Viewer level.

</translate>

;'''Viewer'''

In some cases you may want to allow someone to see what is going on with company bookings but not be able to make any changes. This user should be set as Viewer. Viewers can not change anything, and they can not add any bookings.

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*Calendar (view only)

*Services (view only)

''(for more details see table below)''

''(for more details see table below)''

<nowiki>*</nowiki>''On the enterprise level it is possible to hide client contact details from Viewers.''

</translate>

;'''Operator POS'''

This level was created mainly for managing [[Point_of_Sale_custom_feature|POS interface]] and sell services, [[Classes_custom_feature|classes]], [[Packages_custom_feature|packages]], [[Membership_custom_feature|memberships]], [[Products_for_Sale_custom_feature|products]] and [[Service_Add-Ons_custom_feature|add-ons]],

but also has access to Calendar, Clients, some reports and view only access to [[Membership_custom_feature|Memberships]], [[Coupons_and_Gift_Cards_custom_feature|Coupons&Gift Cards]], Services/[[Classes_custom_feature|Classes]] and Providers.

</translate>

;'''Doorman'''

Only has the ability to validate [[Tickets_custom_feature|Tickets]].

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</translate>

{| style="width:100%; border: 2px solid black; background-color: rgb(255,255,255); border-collapse: collapse;"

|- style="background-color: rgb(6,173,239);"

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! style="text-align: center; font-weight: bold; border-bottom: 2px solid black; text-transform: uppercase; color: white;" | Junior Employee

! style="text-align: center; font-weight: bold; border-bottom: 2px solid black; text-transform: uppercase; color: white;" | Viewer

</translate>

|-

| colspan="5" style="border-bottom: 1px solid black; border-top: 1px solid black; background-color: rgb(232, 248, 255); font-weight: bold; padding: 10px; padding-left:30px;" | Dashboard

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|-

| style="width: 20%;" |

| style="border-bottom: 1px solid black;" | Edit client info from the booking

| style="border-bottom: 1px solid black;" | Edit client info from the booking/Add clients

| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | ✔

| style="border-bottom: 1px solid black; text-align: center; " | ✔ in own bookings

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| style="border-bottom: 1px solid black;" | View/Add/Edit/[[Custom_Features#Client_Login|Merge]]*/Delete clients

| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | ✔

| style="border-bottom: 1px solid black; text-align: center; " | −

| style="border-bottom: 1px solid black; text-align: center; " | − (see Calendar)

| style="border-bottom: 1px solid black; text-align: center;" | −

|-

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| style="width: 20%;" |

| style="border-bottom: 1px solid black;" | View/Add/Edit/Delete [[Custom_Features#Service_Add-ons |service add-ons]]* View/Add/Edit/Delete [[Custom_Features#Products_for_Sale |products for sale]]* View/Add/Edit/Delete [[Related_Resources_custom_feature|related resources]]*

</translate>

| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | ✔

| style="border-bottom: 1px solid black; text-align: center; " | −

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| style="width: 20%;" |

| style="border-bottom: 1px solid black;" | View/Accept/Delete [[Custom_Features#Accept_Payments |payment transactions]]* View/Approve/Decline [[Approve_Bookings_custom_feature|pending]]* bookings

</translate>

| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | ✔

| style="border-bottom: 1px solid black; text-align: center; " | −

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|-

| colspan="5" style="border-bottom: 1px solid black; border-top: 1px solid black; background-color: rgb(232, 248, 255); font-weight: bold; padding: 10px; padding-left:30px;" | Custom Features

</translate>

|-

| style="width: 20%;" |

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| style="width: 20%;" |

| style="border-bottom: 1px solid black;" | Edit[[Custom_Features#Coupons_.26_Gift_Cards | Coupons and Gift Cards]]* notifications settings

</translate>

| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | −

| style="border-bottom: 1px solid black; text-align: center; " | −

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:<nowiki>*</nowiki> - ''corresponding custom feature should be already enabled by admin.''

</translate>

@@ Line 1: / Line 1: @@
+<languages/>
+<translate>
+<!--T:1-->
 {{#seo:
 |title=Setting up providers in SimplyBook.me Appointment scheduler
+|description=Add team members and assign roles securely. Manage user access to fit your needs. Click here for the full guide!
 |titlemode=append
-|keywords=faq, frequently asked questions, booking software, appointment system questions, appointments online, calendar software, booking system, system users
+|keywords=faq, frequently asked questions, booking software, appointment system questions, appointments online, calendar software, booking system, system users, system users
 }}
+</translate>
+<translate>
+<!--T:2-->
 __FORCETOC__
 <br><br>
 ==How to create new system user==
+<!--T:3-->
 You can create a separate user for the person who needs to access your admin page in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Users</span> page and assign the corresponding rights to that user. <br>
 See the list of available user roles below.
 <br><br>
 :To create new user please click on <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">+</span> button at the top:
-[[File:Create users.png | center]]
+[[File:Add new user path redesigned.png|1200px|border | center|link=https://help.simplybook.me/images/3/39/Add_new_user_path_redesigned.png]]
 <br><br>
 :Fill in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">login,</span> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">email address,</span> select <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">user level group,</span> set <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">first password,</span> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">relate with a provider</span> if necessary, add <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">first and last names,</span> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">phone number.</span>
-[[File:Attach user to provider v3.png | center]]
+::<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' Login is unique for every user. If you delete some user it will not be possible to reuse the same login for another user.</span>
+[[File:Relate user to providers path.png|1200px|border | center|link=https://help.simplybook.me/images/8/8c/Relate_user_to_providers_path.png]]
 <br><br>
 After this, just enable the switch <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Send login information to user</span> and save the user record.<br>
 The system will automatically send the email with the login credentials according to the template you have set in <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Email and SMS Settings</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">New user login notification.</span>
-[[File:New user email template.png|1200px|border|center]]
+[[File:New user email template redesigned.png|1200px|border|center|link=https://help.simplybook.me/images/b/b4/New_user_email_template_redesigned.png]]
 <br><br>
 Or you can manually send login and password to your users along with the link to your admin page after saving the user.
+</translate>
+<translate>
+==User Roles== <!--T:4-->
-==User Roles==
+<!--T:5-->
 <br><br>
 ;'''Admin'''
 If you created the system for your company at SimplyBook.me then you have <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">admin</span> rights by default. This means the highest access level among all users and you can create other administrators with the same access level.
+<!--T:6-->
 <span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' To protect your system from mistakes, we do not allow to delete the default administrator so if he/she should no longer have admin rights, you need to change his/her email and password to limit the access. The second and further admins can be removed.</span>
+<br><br>
+You can relate each user to one or several providers(employees) to allow them to view and/or manage bookings, schedules, etc. depending on their level of access.
 <br><br>
 ;'''Senior Employee'''
-The <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Senior employee</span> level allows the users to see the workload of others but they can only make changes to settings that relate to providers. These users do not have access to company configuration settings.
+The <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Senior employee</span> level allows the users to see the workload of others but they can only make changes to settings that relate to providers. These users do not have access to company configuration settings. Senior employee users are not tied to specific service provider/s. They have full access to all service providers added to the system, allowing them to view, add, edit, change schedules, and delete providers.
 <br><br>
+</translate>
+<translate>
+<!--T:7-->
 This is a list of functions they cannot access:
 *Dashboard
@@ Line 51: / Line 68: @@
 ''(for more details see table below)''
 <br><br>
+</translate>
+<translate>
+<!--T:8-->
 ;'''Junior Employee'''
-When your company has many employees and their function mainly relates to their own job, the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Junior employee</span> settings can be used. This setting allows the user only to see workload and make changes to own bookings but not for others. The <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Junior employee</span> can not see what the others are doing.
+In cases, company has many employees with roles primarily focused on their own tasks, the Junior employee user can be created. This user level grants employees the ability to view their own workload and make modifications to their own schedule and bookings. When creating a Junior employee, the option to select the associated service provider/s is available. Notably, it is possible to connect more than 1 service provider to a Junior employee user, enhancing flexibility and control across various setup scenarios.
-This is the list of functions accessible to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Junior employee</span>:
+The functionality of selecting multiple service providers for Junior employee is particularly advantageous in situations where a team member requires access to specific providers' schedules or several providers connected to [[Multiple Locations custom feature|multiple locations]].
+<br><br>
+<span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Junior employee</span> has access to the following functions:
 *Calendar (can manage only own bookings and notes)
 *Worktime (can change only own schedules)
-*Service providers (can see only himself)
+*Service providers (can see only associated service provider/s)
 ''(for more details see table below)''<br><br>
+<nowiki>*</nowiki>''On the enterprise level it is possible to hide client contact details from Junior Employees, as well as prohibit editing and cancelling bookings, statuses updates.''
+<br><br>
+</translate>
+<translate>
+<!--T:9-->
 <span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' If a <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Junior employee</span> user is not assigned to any service provider then his level of access will be automatically downgraded to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Viewer</span> level.</span>
 <br><br>
+</translate>
+<translate>
+<!--T:10-->
 ;'''Viewer'''
 In some cases you may want to allow someone to see what is going on with company bookings but not be able to make any changes. This user should be set as <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Viewer.</span> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Viewers</span> can not change anything, and they can not add any bookings.<br>
@@ Line 65: / Line 95: @@
 *Calendar (view only)
 *Services (view only)
-''(for more details see table below)''
+''(for more details see table below)''<br><br>
+<nowiki>*</nowiki>''On the enterprise level it is possible to hide client contact details from Viewers.''
 <br><br>
+</translate>
+<translate>
+<!--T:11-->
 ;'''Operator POS'''
 This level was created mainly for managing <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Point_of_Sale_custom_feature|POS interface]]</span> and sell services, <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Classes_custom_feature|classes]],</span> <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Packages_custom_feature|packages]],</span> <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Membership_custom_feature|memberships]],</span> <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Products_for_Sale_custom_feature|products]]</span> and <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Service_Add-Ons_custom_feature|add-ons]],</span><br>
 but also has access to Calendar, Clients, some reports and view only access to <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Membership_custom_feature|Memberships]],</span> <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Coupons_and_Gift_Cards_custom_feature|Coupons&Gift Cards]],</span> Services/<span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Classes_custom_feature|Classes]]</span> and Providers.
 <br><br>
+</translate>
+<translate>
+<!--T:12-->
 ;'''Doorman'''
 Only has the ability to validate <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Tickets_custom_feature|Tickets]].</span>
@@ Line 79: / Line 116: @@
+<!--T:13-->
 <br><br>
+</translate>
+<translate>
+<!--T:14-->
 {| style="width:100%; border: 2px solid black; background-color: rgb(255,255,255); border-collapse: collapse;"
 |- style="background-color: rgb(6,173,239);"
@@ Line 88: / Line 129: @@
 ! style="text-align: center; font-weight: bold; border-bottom: 2px solid black; text-transform: uppercase; color: white;" | Junior Employee
 ! style="text-align: center; font-weight: bold; border-bottom: 2px solid black; text-transform: uppercase; color: white;" | Viewer
+</translate>
+<translate>
+<!--T:15-->
 |-
 | colspan="5" style="border-bottom: 1px solid black; border-top: 1px solid black; background-color: rgb(232, 248, 255);  font-weight: bold; padding: 10px; padding-left:30px;" | Dashboard
@@ Line 156: / Line 200: @@
 |-
 | style="width: 20%;" |
-| style="border-bottom: 1px solid black;" | Edit client info from the booking
+| style="border-bottom: 1px solid black;" | Edit client info from the booking/Add clients
 | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | &#10004; <br>
 | style="border-bottom: 1px solid black; text-align: center; " | &#10004;<br>in own bookings
@@ Line 204: / Line 248: @@
 | style="border-bottom: 1px solid black;" | View/Add/Edit/[[Custom_Features#Client_Login|Merge]]*/Delete clients
 | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | &#10004; <br>
-| style="border-bottom: 1px solid black; text-align: center; " | &#8722; <br>
+| style="border-bottom: 1px solid black; text-align: center; " | &#8722; <br>(see Calendar) <br>
 | style="border-bottom: 1px solid black; text-align: center;" | &#8722; <br>
 |-
@@ Line 227: / Line 271: @@
 | style="width: 20%;" |
 | style="border-bottom: 1px solid black;" | View/Add/Edit/Delete [[Custom_Features#Service_Add-ons |service add-ons]]* <br> View/Add/Edit/Delete [[Custom_Features#Products_for_Sale |products for sale]]*<br>View/Add/Edit/Delete [[Related_Resources_custom_feature|related resources]]*
+</translate>
+<translate>
+<!--T:16-->
 | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | &#10004; <br>
 | style="border-bottom: 1px solid black; text-align: center; " | &#8722; <br>
@@ Line 295: / Line 342: @@
 | style="width: 20%;" |
 | style="border-bottom: 1px solid black;" | View/Accept/Delete [[Custom_Features#Accept_Payments |payment transactions]]* <br> View/Approve/Decline [[Approve_Bookings_custom_feature|pending]]* bookings
+</translate>
+<translate>
+<!--T:17-->
 | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | &#10004; <br>
 | style="border-bottom: 1px solid black; text-align: center; " | &#8722; <br>
@@ Line 372: / Line 422: @@
 |-
 | colspan="5" style="border-bottom: 1px solid black; border-top: 1px solid black; background-color: rgb(232, 248, 255);  font-weight: bold; padding: 10px; padding-left:30px;" | Custom Features
+</translate>
+<translate>
+<!--T:18-->
 |-
 | style="width: 20%;" |
@@ Line 441: / Line 494: @@
 | style="width: 20%;" |
 | style="border-bottom: 1px solid black;" | Edit[[Custom_Features#Coupons_.26_Gift_Cards | Coupons and Gift Cards]]* notifications settings
+</translate>
+<translate>
+<!--T:19-->
 | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | &#8722; <br>
 | style="border-bottom: 1px solid black; text-align: center; " | &#8722; <br>
@@ Line 547: / Line 603: @@
 :<nowiki>*</nowiki> - ''corresponding custom feature should be already enabled by admin.''
 <br><br>
+</translate>