Global Access Controls

Modified on Wed, 10 Dec at 7:17 AM

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

CONTENTS

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 access controls that determine whether information is shared across all franchise locations, as well as those that only impact changes within individual child accounts. The table below outlines and explains the access controls that govern data sharing between franchise locations.

Access Control	Effects at the Franchisee Level
Accessing Client Records	Accessing Client Record - View Their Locations Franchise locations can view client records associated with their own location through the Clients tab. They can also see clients from other franchise locations only if the client has never had an appointment at those other locations. If a client has booked at another franchise location, their record will not appear in the Clients tab. Examples: Client A was created at Franchise B but never booked there → Staff at Franchise A can view Client A in the Clients tab. Client B was created at Franchise B and booked there → Staff at Franchise A cannot view Client B in the Clients tab. All clients—regardless of location—are searchable in the appointment modal in both the Scheduler and POS for booking purposes. Accessing Client Record - View All Locations Franchise locations with this access level can view all client records across all franchise locations, whether or not the client has had appointments elsewhere. Examples: Client A was created at Franchise B and has appointments there - Staff at Franchise A can view Client A. Client B was created at Franchise C and has no appointments - Staff at Franchise A can view Client B. All clients are searchable in the appointment modal in the Scheduler and POS. Accessing Client Record - Edit Their Locations Franchise locations can view and edit client records associated with their own location from the Clients tab. They may see clients from other locations (if those clients never booked there), but cannot edit them. Examples: Client A created and booked at Franchise A → Staff at Franchise A can view and edit Client A. Client B created and booked at Franchise B → Staff at Franchise A can view Client B but cannot edit their details. Accessing Client Record - Edit All Locations Franchise locations with this access level can view and edit client records across all franchise locations, regardless of where the client was created or booked. Examples: Client A created and booked at Franchise B → Staff at Franchise A can view and edit Client A. Client B created at Franchise C with no appointments → Staff at Franchise A can view and edit Client B. All clients are searchable in the appointment modal in the Scheduler and POS.
Accessing Client Contact Details	Accessing Client Contact Details - View Their Locations Franchise locations can view contact details only for clients associated with their own location. Accessing Client Contact Details - View All Locations Franchise locations can view contact details for clients across all franchise locations. Accessing Client Contact Details - Edit Their Locations Franchise locations can edit contact details only for clients associated with their own location. Accessing Client Contact Details - Edit All Locations Franchise locations can edit contact details for clients across all franchise locations.
Accessing Memberships	Accessing Memberships - View Their Locations Franchise locations can view memberships for clients associated with their own location only. Accessing Memberships - View All Locations Franchise locations can view memberships for clients across all locations. Accessing Memberships - Edit Their Locations Franchise locations can edit memberships only for clients associated with their own location. Accessing Memberships - Edit All Locations Franchise locations can edit memberships for clients across any franchise location.
Accessing Packages	Accessing Packages - View Their Locations Franchise locations can view packages for clients associated with their own location only. Accessing Packages - View All Locations Franchise locations can view packages for clients across all locations. Accessing Packages - Edit Their Locations Franchise locations can edit packages only for clients associated with their own location. Accessing Packages - Edit All Locations Franchise locations can edit packages for clients across any franchise location.
Accessing Gift Cards	Accessing Gift Cards - View Their Locations Franchise locations can view gift cards for clients associated with their own location only. Accessing Gift Cards - View All Locations Franchise locations can view gift cards for clients across all locations. Accessing Gift Cards - Edit Their Locations Franchise locations can edit gift cards only for clients associated with their own location. Accessing Gift Cards - Edit All Locations Franchise locations can edit gift cards for clients across any franchise location.
Editing Referral Credit	Editing Referral Credit - View Their Locations Franchise locations can view referral credits for clients associated with their own location only. Editing Referral Credit - View All Locations Franchise locations can view referral credits for clients across all locations. Editing Referral Credit - Edit Their Locations Franchise locations can edit referral credits only for clients associated with their own location. Editing Referral Credit - Edit All Locations Franchise locations can edit referral credits for clients across any franchise location.
Accessing Loyalty Points	Accessing Loyalty Points - View Their Locations Franchise locations can view loyalty points for clients associated with their own location only. Accessing Loyalty Points - View All Locations Franchise locations can view loyalty points for clients across all locations. Accessing Loyalty Points - Edit Their Locations Franchise locations can edit loyalty points only for clients associated with their own location. Accessing Loyalty Points - Edit All Locations Franchise locations can edit loyalty points for clients across 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.