Global Access Controls

Modified on Wed, 26 Feb at 12:12 PM

MyTime offers advanced access control settings, allowing you to manage what your staff members and franchisee locations can view and access through their individual accounts. This article explains how to configure access permissions at the parent level for parent-level staff members and child account owners.

Things to know:

Only the parent account owner can manage access permissions at the parent level
The first step in managing your parent staff members' account access is to assign them to the appropriate roles. Once categorized, you can customize access for each role using the Access Control Settings. Each role comes with its own set of permissions. Learn more about roles here.
Staff members should refresh whenever new permissions are assigned.
Access permissions for franchisees (location owners) are determined at the franchisor (parent) level and cannot be overridden to grant higher permissions by the franchisee. For example, if the franchisor sets access for franchise owners to view inventory but not edit it, the franchise owner will only have view access. They can only set permissions for their staff members to either view or block access to inventory. Any child account with access control set to 'edit' will automatically be updated to 'view' to align with the parent-level permissions.
Access controls established by the parent company apply to all child company location owners

Content:

Configuring Global Access Controls For Parent Staff Members

Configuring Global Access Controls For Child Account Owners

Parent-Level Access Control Effects on Franchisee Level

Configuring Global Access Controls For Parent Staff Members

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

Navigate to Business Setup > Access Controls
Select a role in the second drop-down menu at the top right
In the left panel, select a permission category to view and enable specific permissions

Configuring Global Access Controls For Child Account Owners

To give your child account owners permission to use various features of the software:

Navigate to Business Setup > Access Controls
Select 'Child Account' from the first drop-down menu. This will automatically prefill the 'Child Account Owner' role in the second drop-down menu at the top right
In 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

Parent-Level Access Control Effects on Franchisee Level

There are a few access controls that affect information being shared across all franchise locations, and these can be found below:

Access Control	Effects at the Franchisee Level
Accessing Client Records	Accessing Client Record - View Their Locations Franchisee locations can view all client records associated with their locations through the Clients tab, but not clients associated with other franchisee locations. However, clients from other franchisee locations can still be added to appointments through the schedule and have products, packages, memberships, or gift cards sold to them via the POS. Accessing Client Record - View All Locations Franchisee locations can view all client records associated with any franchise location. Accessing Client Record - Edit Their Locations Franchisee locations can edit all client records associated with their locations through the Clients tab, but not clients associated with other franchisee locations. However, clients from other franchisee locations can still be added to appointments through the schedule and have products, packages, memberships, or gift cards sold to them via POS. Accessing Client Record - Edit All Locations Franchisee locations can edit all client records associated with any franchise location.
Accessing Client Contact Details	Accessing Client Contact Details - View Their Locations Franchisee locations can view client contact details on the client profile for clients associated with their locations via the Clients tab, but not for clients associated with other franchisee locations. Accessing Client Contact Details - View All Locations Franchisee locations can view client contact details on the client profile for clients associated with any franchise location. Accessing Client Contact Details - Edit Their Locations Franchisee locations can edit client contact details on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Client Contact Details - Edit All Locations Franchisee locations can edit client contact details on the client profile for clients associated with any franchise location.
Accessing Memberships	Accessing Memberships - View Their Locations Franchisee locations can view memberships on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Memberships - View All Locations Franchisee locations can view memberships on the client profile for clients associated with any franchise location. Accessing Memberships - Edit Their Locations Franchisee locations can edit memberships on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Memberships - Edit All Locations Franchisee locations can edit memberships on the client profile for clients associated with any franchise location.
Accessing Packages	Accessing Packages - View Their Locations Franchisee locations can view packages on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Packages - View All Locations Franchisee locations can view packages on the client profile for clients associated with any franchise location. Accessing Packages - Edit Their Locations Franchisee locations can edit packages on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Packages - Edit All Locations Franchisee locations can edit packages on the client profile for clients associated with any franchise location.
Accessing Gift Cards	Accessing Gift Cards - View Their Locations Franchisee locations can view gift cards on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Gift Cards - View All Locations Franchisee locations can view gift cards on the client profile for clients associated with any franchise location. Accessing Gift Cards - Edit Their Locations Franchisee locations can edit gift cards on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Gift Cards - Edit All Locations Franchisee locations can edit gift cards on the client profile for clients associated associated with any franchise location.
Editing Referral Credit	Editing Referral Credit - View Their Locations Franchisee locations can view referral credits on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Editing Referral Credit - View All Locations Franchisee locations can view referral credits on the client profile for clients associated with any franchise location. Editing Referral Credit - Edit Their Locations Franchisee locations can edit referral credits on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Editing Referral Credit - Edit All Locations Franchisee locations can edit referral credits on the client profile for clients associated with any franchise location.
Accessing Loyalty Points	Accessing Loyalty Points - View Their Locations Franchisee locations can view loyalty points on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Loyalty Points - View All Locations Franchisee locations can view loyalty points on the client profile for clients associated with any franchise location Accessing Loyalty Points - Edit Their Locations Franchisee locations can edit all loyalty points on the client profile for clients associated with their locations, but not for clients associated with other franchisee locations. Accessing Loyalty Points - Edit All Locations Franchisee locations can edit loyalty points on the client profile for clients associated with any franchise location.

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.