Difference between revisions of "Adding other users to the system"

From SimplyBook.me
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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]].
 
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 has access to the following functions/span>:
+
<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)
 
*Calendar (can manage only own bookings and notes)
 
*Worktime (can change only own schedules)
 
*Worktime (can change only own schedules)

Revision as of 15:45, 7 February 2024




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:
Create users.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.
Attach user to provider v3.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.

New user email template.png



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.

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. 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.

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

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. 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.
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 associated service provider/s)

(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 charts / Enable custom features


Welcome
View page / Change own password / Connect Google Authenticator*


Change own email address


Create booking from dashboard


Get personal data report link


Calendar
Different view options


Export to Excel/PDF


View & Manage bookings
View & Manage calendar notes

own only
view only
Access Transactions*
Access Pending bookings*



Edit booking comments

in own bookings

Edit client info from the booking

in own bookings
view only
Add/Edit SOAPnotes* with correct key
with correct key
own only
with correct key
view only
Update booking statuses*
own only

Edit Intake forms* in the bookings
Edit products for sale* in the bookings
Edit service add-ons* in the bookings

own only
view only
Marketing Suite
View page & Enable custom features


Manage
View/Add/Edit/Change schedule/Delete services


View/Add/Edit/Change schedule/Delete providers
own and existing only

View/Add/Edit/Merge*/Delete clients


View/Add/Edit/Delete users


View/Add/Edit/Change schedule/Delete classes*


View/Add/Edit/Delete packages*
View/Add/Edit/Delete memberships*
View/Add/Edit/Delete coupons and gift cards*



View/Add/Edit/Delete service add-ons*
View/Add/Edit/Delete products for sale*
View/Add/Edit/Delete related resources*



View/Add/Edit/Delete intake forms*
View/Add/Edit/Delete client fields*



View/Add/Edit/Delete news*
View/Add/Edit/Delete custom pages*



View/Add/Edit/Delete statuses*


View/Add/Edit/Delete flexible notifications*
View/Add/Edit/Delete book soon reminders*



View/Add/Edit/Delete calendar notes types
view only
view only
View/Update calendar sync*
own only

Connect own tool for online video meetings*


View/Add/Edit/Delete taxes*


Reports
View sales* report


View/Export/Send email/Mass cancel in booking details report


View/Accept/Delete payment transactions*
View/Approve/Decline pending* bookings



View sales & tax report*


View/Export online video meetings* report


View/Export/Send email from client report


View/Export classes* bookings


View/Export membership payments*
View/Export issued packages*
View/Export issued coupons*



View/Export/Print tickets* report


View calendar notes report
view only
view only
View/Export SMS report
View/Export/Reply to contact messages*



View/Export/Delete reviews & add/edit answers


View/Export client app* reports


View vaccination* report


View personal data reports own only
own only
own only
Custom Features
View page/Enable/Disable custom features


Edit Accept payments* settings


Change Intake forms* export settings


Set color for provider with Provider color coding*


Set bookings limits for services*


View/Add/Edit/Delete service categories*


View/Add/Edit/Delete locations*
view the list only
Edit Daily report* settings
Edit Google Adwords&Analytics* settings



Add/delete images in Photo gallery*
Connect account in Instagram gallery*



Edit SMTP* settings
Edit SMS Gateway* settings



Edit Terms and Conditions*
Edit Cancellation policy* settings



Edit Coupons and Gift Cards* notifications settings


Edit Appointment at fixed time* settings


Edit Custom Domain* settings


Edit API* settings


Edit Multiple bookings* settings
Edit Group bookings* settings



Edit Clean history* settings


Edit Client login* settings
Edit Strict password* settings*



Edit Any employee settings*

Edit Google translate settings*


Edit HIPAA* settings
Edit Google authenticator* settings



Settings
Company information
Directory listing
Delete account



Company opening hours


Providers schedule
own only

Services schedule
Classes* schedule



Design settings
Booking widgets settings
Custom CSS*



Main configuration
Email & SMS settings
Custom wording & translations



Plans&Prices
View & Buy subscriptions
View & Buy additional items
See payment history



* - corresponding custom feature should be already enabled by admin.