Managing Access Controls

Modified on Mon, 24 Feb at 11:51 AM

MyTime provides advanced access control settings that enable you to control what your staff members can and cannot see and access through their individual MyTime accounts. For example, you might want stylists to view only their schedules and profiles.

The first step in managing your staff members' account access is to categorize them into their proper roles. Once staff members have been correctly categorized, you can edit the access for each role using the Access Control Settings.

Things to know:

Each role has its own set of permissions. Learn more about roles here
Only location owners can set or block access permissions
Staff members should refresh whenever new permissions are assigned
If your business is part of a franchise, the access permission for the franchisee (location owner) is set at the franchisor (parent) level. The location owner will then be able to set permissions for each staff member at their location however, they will not be able to override the permission set at the parent level to higher permission. For example, the franchisor (parent account) has set access for franchise owners (child accounts) to view inventory but not edit. This means the franchise owner will only be able to view inventory and can only set permission for their staff members to view or block them from accessing inventory. Any child account with access control set to edit will get updated to view.
Access controls set by the parent company apply to all child company location owners.
To receive daily reports via email, ensure that the checkbox for "Receive Daily Report Email" is checked under My Account > Communications Preferences. Additionally, the "Can Receive Daily Report by Email" access control must be set to "View Daily Report".
If the Can Receive Daily Report by Email access control is set to "Blocked", the checkbox for "Receive Daily Report Email" will be grayed out. In this case, a tooltip will display the message: "You don't have access permission to receive this email. Please speak to the account owner."

To give your staff permission to use various features of the software:

Navigate to Business Setup > Staff & Availability
Click the Access Control Settings button at the bottom of the page
Select a role from the drop-down menu on the top right
On the left panel, select a permission category to view and enable specific permissions.

Many of the access controls are categorized by:

Own Location
Their Location
All Locations

Categories & Permissions

Category	Permission	Description
Schedule	Accessing Appointments	Allows staff members access to manage appointments on the schedule
	Accessing Appointments Staff Intake Forms	Allows staff members access to manage appointment intake forms on the appointment modal
	Scheduling Classes/Events	Allows staff members access to schedule appointments and classes
	Editing Custom Work Hours	Allows staff members access to manage custom work hours from the Schedule
	Clocking In/Out	Allows staff members access to clock in and out from the Schedule
	Editing Clocked Hours	Allows staff members access to edit clocked hours from the Schedule
	Recording Work Hours	Allows staff members access to edit work hours from the Schedule
Clients	Accessing Client Records	Allows staff members access to the Client tab
	Accessing Client Contact Details	Allows staff members access to the client's contact details on the client's profile
	Editing Client Tax Status	Allows staff members access to edit the client's tax status on the client's profile
	Deleting Clients	Allows staff members access to delete client, family member and pet profiles
	Managing Client Setup	Allows staff members access to apply labels, customize client/pet fields, intake forms, import gift cards, reviews & import/export clients
	Merging Clients	Allows staff members access to merge client profiles
	Accessing Memberships	Allows staff members access to manage memberships for clients on client profiles
	Accessing Bundles/Packages	Allows staff members access to manage packages for clients on client profiles
	Accessing Gift Cards	Allows staff members access to manage gift cards for clients on client profiles
	Accessing Communicator	Allows staff members access to view and reply to communicator messages
	Editing Referral Credit	Allows staff members access to edit referral credits on client profiles
	Editing Loyalty Points	Allows staff members access to edit loyalty points on client profiles
POS	Creating Tickets	Allows staff members access to create new tickets in POS
	Accessing Open Tickets	Allows staff members access to manage open tickets
	Accessing Closed Tickets	Allows staff members access to manage closed tickets
	Changing Prices	Allows staff members access to edit prices on the appointment modal and on the new ticket screen in POS for appointments, classes, products, gift cards, packages and memberships
	Applying Custom Discounts	Allows staff members access to apply individual & global custom discounts in POS
	Applying Promotions	Allows staff members access to apply individual & global promotions that are visible for products, services, classes, memberships, packages, and gift cards POS
	Creating Miscellaneous Charges	Allows staff members access to create miscellaneous charges
	Taking Payment	Allows staff members access to take payment in POS
	Accessing Register	Allows staff members access to the register in POS using the "Manage Register" button
	Taking Tips from Register	Allows staff members access to withdraw tips
	Opening Cash Drawer	Allows staff members access to open the physical cash drawer
	Accessing Inventory Details	Allows staff members access to manage products in Inventory
	Accessing Inventory Quantity	Allows staff members access to retail & back bar quantity, min & max, purchase order, and vendor page quantities.
	Accessing Inventory Prices	Allows staff members access to retail prices, purchase orders, and vendor page prices.
	Accessing Inventory Costs	Allows staff members access to product cost, purchase order, and vendor page product cost.
	Accessing Inventory Stock Checks	Allows staff members access to stock checks
	Managing Inventory Vendors	Allows staff members access to vendor profiles
	Managing Purchase Orders	Allows staff members access to purchase orders
	Discontinuing Products	Allows staff members access to mark products as inactive
Dashboard	Accessing Dashboard	Allows staff members access to dashboard reports
Reports	Accessing Reports	Allows staff members access to reports, excluding compensation reports
	Viewing Compensation Report	Allows staff members access to compensation reports
	Can Receive Daily Report by Email	Allows staff members access to receive daily Report emails once the "Receive daily report email" checkbox is visible in the My Account > Communication Preferences section
	Can Receive Business Snapshot by Email	Allows staff members access to receive Business Snapshot via email once the 'Receive daily business snapshot email' checkbox is visible in the My Account > Communication Preferences section
	Can Receive Operation Alerts by Email	Allows staff members access to receive operational emails once the 'Receive operations alerts email' checkbox is visible in the My Account > Communication Preference section Operational emails: Review Notification Stock Alerts Membership Payment Failure Membership Purchased Gift Card Purchased Package Purchased etc
	Accessing Payments and Disputes Report (This is only visible on accounts that use Stripe payment processors.)	Allows staff members access to the Payments and Disputes Report
Marketing	Accessing Automated Messages	Allows staff members access to automated messages
	Accessing Email Campaigns	Allows staff members access to campaigns
	Accessing Promotions	Allows staff members access to promotions
	Accessing One-Time Sales	Allows staff members access to the 'Sale' button on Scheduler
	Accessing Listing Manager and Reputation Manager	Allows staff members access to listing manager and reputation manager
Business Setup	Accessing Royalty Fee Setting	Allows staff members access to the royalty fee setting on the Settings page
	Accessing Business Profile	Allows staff members access to the business profile tab
	Accessing Classes Menu	Allows staff members access to the classes tab
	Setting Class Prices	Allows staff members access to manage class prices on the classes tab
	Setting Class Durations	Allows staff members access to manage class durations on the classes tab
	Assigning Classes to Staff Members	Allows staff members access to assign classes to staff members on the classes tab
	Assigning Attendee Type to a Class	Allows staff members access to assign attendee types to classes in the class interface
	Accessing Event Locations	Allows staff members access to manage event locations
	Accessing Service Menu	Allows staff members access to the service menu
	Setting Service Prices	Allows staff members access to manage service prices
	Setting Service Durations	Allows staff members access to manage service duration
	Assigning Services to Staff Members	Allows staff members access to assign services to staff members
	Accessing Staff & Availability	Allows staff members access to the staff and availability tab and to manage staff member profiles
	Deleting Staff Members	Allows staff members access to delete staff members
	Changing Order of Staff on Schedule	Allows staff members access to change order of staff member's appearance on the Schedule
	Assigning Roles to Staff Members	Allows staff members access to assign roles to staff members on their staff profiles
	Setting Staff Passwords	Allows staff members access to manage staff member's passwords on their profiles
	Assigning Work Hours to Staff Members	Allows staff members access to assign work hours to staff members on their profiles
	Accessing Staff Compensation	Allows staff members access to manage staff member's compensation
	Assigning External Employee ID	Allows staff members access to manage staff member's external ID
	Editing Bookings Per Time Slot	Allows staff members access to edit booking per time slot
	Managing Employee Titles	Allows staff members access to manage employee titles
	Accessing Account Settings	Allows staff members access to the main settings page
	Accessing Tax Settings	Allows staff members access to tax settings on the Settings page
	Accessing Payments & Deposits	Allows staff members access to the payment and deposit tab
	Accessing Website Tools	Allows staff members access to manage website tools
	Accessing Digital Signage	Allows staff members access to manage digital signage
	Accessing Packages	Allows staff members access to manage packages
	Accessing Memberships	Allows staff members access to manage memberships
	Accessing Ingest Data	Allows staff members access to manage ingest data
Account Settings	Accessing My Account	Allows staff members access to manage the 'My Account' page
	Accessing My Favorites	Allows staff members access to view businesses they have added as favorites
	Accessing My Purchases	Allows staff members access to see appointment and purchase history etc.

See the document attached outlining each permission category and what each setting means https://docs.google.com/spreadsheets/d/19vYM6DRs-QZ4ji2awWQNhNgCYPFbSvbs70Zi0MiADpM/edit#gid=0.

For more information, contact us at support@mytime.com or (385) 233-6964.