Difference between revisions of "Adding other users to the system"
From SimplyBook.me
| Line 9: | Line 9: | ||
==How to create new system user== | ==How to create new system user== | ||
| − | You can create a separate user for the person who needs to access your admin page in Manage// | + | 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. | See the list of available user roles below. | ||
<br><br> | <br><br> | ||
| − | :To create new user please click on "+ | + | :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:Create users.png | center]] | ||
<br><br> | <br><br> | ||
| − | :Fill in login, select user group, set first password, relate with a provider if necessary, add | + | :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]] | [[File:Attach user to provider v3.png | center]] | ||
<br><br> | <br><br> | ||
| − | After this, just send login and password | + | 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;">General 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]] | ||
| + | <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. | ||
| Line 26: | Line 30: | ||
[[File:User roles descr new.png | center]] | [[File:User roles descr new.png | center]] | ||
<br><br> | <br><br> | ||
| − | ;Admin | + | ;'''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 | + | 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. |
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| + | <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> | ||
| + | ;'''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. | ||
| + | <br><br> | ||
This is a list of functions they cannot access: | This is a list of functions they cannot access: | ||
*Dashboard | *Dashboard | ||
| Line 43: | Line 44: | ||
*Insights | *Insights | ||
*Settings | *Settings | ||
| − | * | + | *Company worktime management |
| − | * | + | *Company basic information and address |
| − | *Homepage content | + | *Homepage content management |
| − | *Design | + | *Design settings |
| − | *Custom CSS | + | *<span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Custom_CSS_custom_feature|Custom CSS]]</span> |
| − | * | + | *Marketplace settings |
| − | *Widgets | + | *Widgets generation |
''(for more details see table below)'' | ''(for more details see table below)'' | ||
<br><br> | <br><br> | ||
| − | ;Junior Employee | + | ;'''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 can not see what the others are doing. | + | 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. |
| − | This is the | + | This is the list of functions accessible to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Junior employee</span>: |
| − | * | + | *Calendar (can manage only own bookings and notes) |
| − | * | + | *Worktime (can change only own schedules) |
| − | * | + | *Service providers (can see only himself) |
''(for more details see table below)''<br><br> | ''(for more details see table below)''<br><br> | ||
| − | :'' | + | <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> | |
| − | + | ;'''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> | |
| − | 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. | + | The following functions are available for this access group: |
| − | The following functions are available for | ||
*Calendar (view only) | *Calendar (view only) | ||
*Services (view only) | *Services (view only) | ||
''(for more details see table below)'' | ''(for more details see table below)'' | ||
| − | + | <br><br> | |
| − | + | ;'''Operator POS''' | |
| − | ;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. | |
| − | but also has access to Calendar, Clients, some reports and view only access to Memberships, Coupons&Gift Cards, Services/Classes | + | <br><br> |
| − | + | ;'''Doorman''' | |
| − | + | Only has the ability to validate <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Tickets_custom_feature|Tickets]].</span> | |
| − | ;Doorman | + | <br><br> |
| − | Only has the ability to validate Tickets. | + | ;'''Lab tester''' |
| − | + | This access level was created mainly for work with <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Medical_test_custom_feature|Medical Test]]</span> custom feature and validate <span style="background-color:#cdeffc; padding:5px; border-radius:5px;">[[Tickets_custom_feature|tickets]],</span> print test tube labels, update test result statuses and print results. | |
| − | |||
| − | ;Lab tester | ||
| − | |||
| Line 141: | Line 138: | ||
|- | |- | ||
| style="width: 20%;" | | | style="width: 20%;" | | ||
| − | | style="border-bottom: 1px solid black;" | Go to | + | | style="border-bottom: 1px solid black;" | Go to custom features page |
| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | − <br> | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | − <br> | ||
| style="border-bottom: 1px solid black; text-align: center; " | − <br> | | style="border-bottom: 1px solid black; text-align: center; " | − <br> | ||
| Line 198: | Line 195: | ||
| style="width: 20%;" | | | style="width: 20%;" | | ||
| style="border-bottom: 1px solid black;" | Add/Edit [[Custom_Features#SOAP_with_Encryption | SOAP with encryption]] comments* | | style="border-bottom: 1px solid black;" | Add/Edit [[Custom_Features#SOAP_with_Encryption | SOAP with encryption]] comments* | ||
| − | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | with correct key <br> | + | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | with correct key<br> |
| − | | style="border-bottom: 1px solid black; text-align: center; " | with correct key <br>own only | + | | style="border-bottom: 1px solid black; text-align: center; " | with correct key<br>own only |
| − | | style="border-bottom: 1px solid black; text-align: center;" | | + | | style="border-bottom: 1px solid black; text-align: center;" | with correct key<br>read only |
|- | |- | ||
| style="width: 20%;" | | | style="width: 20%;" | | ||
| Line 416: | Line 413: | ||
| style="width: 20%;" | | | style="width: 20%;" | | ||
| style="border-bottom: 1px solid black;" | View/Add/Edit/Delete [[Custom_Features#News | news]]* | | style="border-bottom: 1px solid black;" | View/Add/Edit/Delete [[Custom_Features#News | news]]* | ||
| − | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | &# | + | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | − <br> |
| style="border-bottom: 1px solid black; text-align: center; " | − <br> | | style="border-bottom: 1px solid black; text-align: center; " | − <br> | ||
| style="border-bottom: 1px solid black; text-align: center;" | − <br> | | style="border-bottom: 1px solid black; text-align: center;" | − <br> | ||
|- | |- | ||
| style="width: 20%;" | | | style="width: 20%;" | | ||
| − | | style="border-bottom: 1px solid black;" | Set [[Custom_Features#Limit_Bookings | limit for services]] | + | | style="border-bottom: 1px solid black;" | Set [[Custom_Features#Limit_Bookings | limit for services]]* |
| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | ✔ <br> | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | ✔ <br> | ||
| style="border-bottom: 1px solid black; text-align: center; " | − <br> | | style="border-bottom: 1px solid black; text-align: center; " | − <br> | ||
| Line 560: | Line 557: | ||
| style="width: 20%;" | | | style="width: 20%;" | | ||
| style="border-bottom: 1px solid black;" | [[Custom_Features#Any_Employee_Selector | Any employee]] settings* | | style="border-bottom: 1px solid black;" | [[Custom_Features#Any_Employee_Selector | Any employee]] settings* | ||
| − | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | &# | + | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | − |
| style="border-bottom: 1px solid black; text-align: center; " | − <br> | | style="border-bottom: 1px solid black; text-align: center; " | − <br> | ||
| style="border-bottom: 1px solid black; text-align: center;" | − <br> | | style="border-bottom: 1px solid black; text-align: center;" | − <br> | ||
| Line 611: | Line 608: | ||
| style="border-bottom: 1px solid black;" | Custom translations | | style="border-bottom: 1px solid black;" | Custom translations | ||
| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | − <br> | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | − <br> | ||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| style="border-bottom: 1px solid black; text-align: center; " | − <br> | | style="border-bottom: 1px solid black; text-align: center; " | − <br> | ||
| style="border-bottom: 1px solid black; text-align: center;" | − <br> | | style="border-bottom: 1px solid black; text-align: center;" | − <br> | ||
| Line 628: | Line 613: | ||
| style="width: 20%;" | | | style="width: 20%;" | | ||
| style="border-bottom: 1px solid black;" | Company basic information | | style="border-bottom: 1px solid black;" | Company basic information | ||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| style="border-bottom: 1px solid black; text-align: center; height: 60px;" | − <br> | | style="border-bottom: 1px solid black; text-align: center; height: 60px;" | − <br> | ||
| style="border-bottom: 1px solid black; text-align: center; " | − <br> | | style="border-bottom: 1px solid black; text-align: center; " | − <br> | ||
Revision as of 10:31, 16 July 2021
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:
- 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.
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 -> General settings -> Email and SMS Settings -> New user login notification.
Or you can manually send login and password to your users along with the link to your admin page after saving the user.
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.
- 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.
This is a list of functions they cannot access:
- Dashboard
- User managing
- Tariffs and payments
- Insights
- Settings
- Company worktime management
- Company basic information and address
- Homepage content management
- Design settings
- Custom CSS
- Marketplace settings
- Widgets generation
(for more details see table below)
- 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 can not see what the others are doing. This is the list of functions accessible to Junior employee:
- Calendar (can manage only own bookings and notes)
- Worktime (can change only own schedules)
- Service providers (can see only himself)
(for more details see table below)
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.
- 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.
The following functions are available for this access group:
- Calendar (view only)
- Services (view only)
(for more details see table below)
- Operator POS
This level was created mainly for managing POS interface and sell services, classes, packages, memberships, products and add-ons,
but also has access to Calendar, Clients, some reports and view only access to Memberships, Coupons&Gift Cards, Services/Classes and Providers.
- Doorman
Only has the ability to validate Tickets.
- Lab tester
This access level was created mainly for work with Medical Test custom feature and validate tickets, print test tube labels, update test result statuses and print results.
| Options list | Senior Employee | Junior Employee | Viewer | |
|---|---|---|---|---|
| Dashboard | ||||
| View page | − |
− |
− | |
| Enable custom features | − |
− |
− | |
| Go to Plans&Prices | − |
− |
− | |
| Welcome | ||||
| View page | ✔ |
✔ |
✔ | |
| Change password | ✔ |
✔ |
✔ | |
| Change email | − |
− |
− | |
| Create booking from dashboard | ✔ |
✔ |
− | |
| Go to custom features page | − |
− |
− | |
| Get personal data report link | ✔ |
✔ |
✔ | |
| Calendar | ||||
| Different view options | ✔ |
✔ |
✔ | |
| Export to Excel/PDF | ✔ |
− |
− | |
| Manage bookings | ✔ |
✔ own only |
− | |
| Transactions*/ Pending bookings* | ✔ |
− |
− | |
| Create/Edit/Cancel bookings | ✔ |
✔ own only |
− | |
| Edit booking comment | ✔ |
✔ in own bookings |
✔ | |
| Edit client info from the booking | ✔ |
✔ in own bookings |
view only | |
| Add/Edit SOAP with encryption comments* | with correct key |
with correct key own only |
with correct key read only | |
| Update booking statuses* | ✔ |
own only |
− | |
| Intake forms* in the bookings | ✔ |
own only |
view only | |
| Manage | ||||
| View/Add/Edit/Change schedule/Delete services | ✔ |
− |
− | |
| View/Add/Edit/Change schedule/Delete providers | ✔ |
✔ only view/edit/change schedule for own only |
− | |
| View/Add/Edit/Change schedule/Delete classes* | ✔ |
− |
− | |
| View/Add/Edit/Merge*/Delete clients | ✔ |
− |
− | |
| View/Add/Edit/Delete users | − |
− |
− | |
| View/Add/Edit/Delete intake forms* | ✔ |
− |
− | |
| View/Add/Edit/Delete memberships* | ✔ |
− |
− | |
| View/Add/Edit/Delete rewards and referrals* | ✔ |
− |
− | |
| View/Add/Edit/Delete coupons and gift cards* | ✔ |
− |
− | |
| View/Add/Edit/Delete products for sale* | ✔ |
− |
− | |
| View/Add/Edit/Delete service add-ons* | ✔ |
− |
− | |
| Time settings | ||||
| View/Edit company weekly and special days schedules | − |
− |
− | |
| View/Edit provider weekly and special days schedules | ✔ |
✔ own only |
− | |
| View/Edit service weekly and special days schedules | ✔ |
− |
− | |
| View/Edit class weekly and special days schedules | ✔ |
− |
− | |
| Reports | ||||
| View insights* | − |
− |
− | |
| View/Export to Excel/Send email from booking details report | ✔ |
− |
− | |
| View/Export to Excel/Send email from client report | ✔ |
− |
− | |
| View/Export to Excel from SMS report | ✔ |
− |
− | |
| View/Delete reviews and add/edit answers | ✔ |
− |
− | |
| View/Approve/Cancel bookings in payment transactions* | ✔ |
− |
− | |
| View/Approve/Cancel/Export to Excel membership payments* | ✔ |
− |
− | |
| Custom Features | ||||
| View page/Enable/Disable custom features | − |
− |
− | |
| Accept payments* settings | − |
− |
− | |
| Intake forms* export settings | − |
− |
− | |
| View/Edit Statuses* | ✔ |
− |
− | |
| Set color for provider with Provider color coding* | ✔ |
− |
− | |
| View/Edit Book soon* feature settings | ✔ |
− |
− | |
| View/Edit Flexible notifications* settings | ✔ |
− |
− | |
| Custom CSS* | − |
− |
− | |
| View/Add/Edit/Delete memberships and view reports* | ✔ |
− |
− | |
| View/Edit calendar sync settings* | ✔ |
✔ own only |
− | |
| View/Add/Edit/Delete news* | − |
− |
− | |
| Set limit for services* | ✔ |
− |
− | |
| View/Add/Edit/Delete service categories* | ✔ |
− |
− | |
| View/Add/Edit/Delete locations* | ✔ |
− can see the list |
− | |
| View/Add/Edit/Delete products for sale* | ✔ |
− |
− | |
| View/Add/Edit/Delete service add-ons* | ✔ |
− |
− | |
| Daily report* settings | − |
− |
− | |
| Photo gallery* settings(add/delete images) | − |
− |
− | |
| Connect account in Instagram gallery* | − |
− |
− | |
| SMTP* settings | − |
− |
− | |
| Terms and Conditions* settings | − |
− |
− | |
| Cancellation policy* settings | − |
− |
− | |
| Rewards an Referrals* settings Settings/Rewards/Message log/Statistics |
− |
− |
− | |
| Coupons and Gift Cards* settings Notifications/Reports |
− |
− |
− | |
| Appointment at fixed time settings* | ✔ |
− |
− | |
| SMS Gateway settings* | − |
− |
− | |
| Custom Domain settings* | − |
− |
− | |
| Facebook bot settings* | − |
− |
− | |
| API settings* | − |
− |
− | |
| Google Adwords&Analytics settings* | − |
− |
− | |
| Multiple bookings settings* | − |
− |
− | |
| Group bookings settings* | − |
− |
− | |
| Clean history settings* | − |
− |
− | |
| Client login settings* | − |
− |
− | |
| Any employee settings* | − | − |
− | |
| Strict password settings* | − |
− |
− | |
| Google translate settings* | − |
− |
− | |
| Voice bookings settings* | − |
− |
− | |
| HIPAA settings* | − |
− |
− | |
| Google authenticator settings* | − |
− |
− | |
| Settings | ||||
| Configuration | − |
− |
− | |
| Email&SMS | − |
− |
− | |
| Custom translations | − |
− |
− | |
| Company basic information | − |
− |
− | |
| Company directory listing | − |
− |
− | |
| Delete account | − |
− |
− | |
| Design section | − |
− |
− | |
| Create website widgets iFrame/buttons/Facebook |
− |
− |
− | |
| Plans&Prices | ||||
| View/Buy subscriptions | − |
− |
− | |
| View/Buy additional items | − |
− |
− | |
- * - corresponding custom feature should be already enabled by admin.
