📝Overview
This article explains how to set up employee access in the software. Granting access allows employees to log in, manage appointments, check schedules, and perform tasks based on their assigned roles and permissions.
🛠️Setting up Employee Access
Assign or update access levels for individual employees from the Appointment Book.
Click the arrow to learn how to learn how to set an employee access level
Click the arrow to learn how to learn how to set an employee access level
From the Appointment Book, click Employees.
Select the Employee.
Click the Employee Access option.
Select the Access level or customize your own.
Selecting Customize from that list will allow you to choose specific items to restrict. Uncheck the box to restrict that employee from performing any available action.
Click the Save Settings button when you are finished.
💡Please Note:
Double-check saved settings after configuration to ensure restrictions are applied as intended. This can require logging out and back in to see the updated changes.
If an employee is deactivated, their existing appointments may become uneditable. To modify one of these appointments, reactivate the employee by toggling Currently Employed to active and saving their profile. You can deactivate them again after making your changes.
🔐Customize Access Levels
Create and manage access level templates for consistency across multiple employee roles.
Click the arrow to learn how to customize access levels
Click the arrow to learn how to customize access levels
💡Please Note:
Use +New Access Level to create distinct permission profiles as needed.
When multiple employees require the same access consider creating a new access level instead of customizing each individually.
Select the Employees icon.
Select Settings in the top right-hand corner.
Select the access level you would like to view or click +New Access Level to create your own.
4. When editing or creating a new access level uncheck the box to restrict that employee from performing any available action.
📊 Default Permissions by Role
Review the default permission settings for each built-in access level. Use this as a reference when deciding whether to customize an employee's access or create a new access level.
Click the arrow to review role permissions
Click the arrow to review role permissions
Below is a breakdown of the default permissions for each employee role, organized by category. Expand any section to see how permissions are set across all roles.
💡Please Note:
All Access has every permission turned On. No Access has every permission turned Off. These roles are not shown in the tables below.
📋 Activity
Click here to view Activity permissions
Click here to view Activity permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Activity Log Screen | On | Off | On | On | Off |
📅 Appointment Book
Click here to view Appointment Book permissions
Click here to view Appointment Book permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Tickets Screen | On | Off | On | On | On |
Appointment Book Screen | On | Off | On | On | On |
View/Edit Appointment Book Settings | On | Off | On | On | On |
Check In Client | On | Off | On | On | On |
Add Amount to Client Balance | On | Off | On | On | Off |
View Client Info on Ticket | On | Off | On | On | On |
Edit Closed Ticket | On | Off | On | On | Off |
Void Closed Ticket | On | Off | On | On | Off |
View Closed Ticket | On | Off | On | On | On |
View Commission and Backbar | On | Off | On | Off | Off |
Edit Commission and Backbar | On | Off | On | Off | Off |
Add Appointment | On | Off | On | On | On |
Edit Open Appointment | On | Off | On | On | On |
Cancel Open Appointment | On | Off | On | On | On |
Show Other Employee Tickets | On | Off | On | On | On |
Edit Other Employee Tickets | On | Off | On | On | Off |
Time Block Add/Edit | On | Off | On | On | On |
Time Block Delete | On | Off | On | On | On |
View Promotion | On | Off | On | On | On |
Add/Edit Promotion | On | Off | On | On | On |
Delete Promotion | On | Off | On | On | On |
Add/Edit Waitlist | On | Off | On | On | Off |
Delete Waitlist | On | Off | On | On | Off |
View Waitlist | On | Off | On | On | On |
👤 Clients
Click here to view Clients permissions
Click here to view Clients permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Clients Screen | On | Off | On | On | On |
Add | On | Off | On | On | On |
Edit | On | Off | On | On | Off |
Delete | On | Off | On | On | Off |
View Client Forms | On | Off | On | On | On |
View Loyalty Points | On | Off | On | On | On |
Edit Loyalty Points | On | Off | On | On | Off |
Merge Clients | On | Off | On | On | Off |
View Notes | On | Off | On | On | On |
Add/Edit Photos | On | Off | On | On | On |
Delete Photos | On | Off | On | On | Off |
View Purchase History | On | Off | On | On | On |
Show Client Contact Info | On | Off | On | On | Off |
💬 Consults
Click here to view Consults permissions
Click here to view Consults permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Tele-Consultations Screen | On | Off | On | On | On |
📊 Dashboard
Click here to view Dashboard permissions
Click here to view Dashboard permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Business Dashboard | On | Off | On | Off | Off |
Edit Performance Goals | On | Off | On | Off | Off |
💰 Drawer
Click here to view Drawer permissions
Click here to view Drawer permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
View Cash Drawer | On | Off | On | On | Off |
Add Cash Drawer Balance | On | Off | On | On | Off |
Delete Cash Drawer Balance | On | Off | On | On | Off |
View Cash Drop | On | Off | On | On | Off |
Add Cash Drop | On | Off | On | On | Off |
Delete Cash Drop | On | Off | On | Off | Off |
View Petty Cash | On | Off | On | On | Off |
Add/Edit Petty Cash | On | Off | On | On | Off |
Delete Petty Cash | On | Off | On | Off | Off |
🧑💼 Employees
Click here to view Employees permissions
Click here to view Employees permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Employees Screen | On | Off | On | Off | Off |
Add/Edit | On | Off | On | Off | Off |
Edit Employee Access | On | Off | On | Off | Off |
💸 Expense
Click here to view Expense permissions
Click here to view Expense permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Expenses Screen | On | Off | On | Off | Off |
Add/Edit | On | Off | On | Off | Off |
Void/Delete | On | Off | On | Off | Off |
📄 Forms
Click here to view Forms permissions
Click here to view Forms permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
View Forms | On | Off | On | Off | Off |
Add/Edit | On | Off | On | Off | Off |
Delete | On | Off | On | Off | Off |
🎁 Gift Cards
Click here to view Gift Cards permissions
Click here to view Gift Cards permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Gift Cards Screen | On | Off | On | On | Off |
Edit Gift Card Options | On | Off | On | On | Off |
📣 Marketing
Click here to view Marketing permissions
Click here to view Marketing permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Marketing Campaign Screen | On | Off | On | Off | Off |
Add | On | Off | On | Off | Off |
Edit | On | Off | On | Off | Off |
Delete | On | Off | On | Off | Off |
Cancel | On | Off | On | Off | Off |
🏷️ Memberships
Click here to view Memberships permissions
Click here to view Memberships permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Memberships Screen | On | Off | On | On | On |
Add/Edit | On | Off | On | Off | Off |
Delete | On | Off | On | Off | Off |
View Sold Memberships | On | Off | On | On | On |
Edit Sold Memberships | On | Off | On | On | Off |
Cancel Sold Memberships | On | Off | On | On | Off |
Sell Memberships | On | Off | On | On | On |
📦 Packages
Click here to view Packages permissions
Click here to view Packages permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Packages Screen | On | Off | On | On | On |
💵 Payroll
Click here to view Payroll permissions
Click here to view Payroll permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Configure and Run Payroll | On | Off | On | Off | Off |
🛍️ Products
Click here to view Products permissions
Click here to view Products permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Products Screen | On | Off | On | On | On |
Add/Edit | On | Off | On | On | Off |
Delete | On | Off | On | On | Off |
📈 Reports
Click here to view Reports permissions
Click here to view Reports permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
New Client List | On | Off | On | Off | Off |
Survey of New Clients | On | Off | On | Off | Off |
All Clients with a Balance | On | Off | On | Off | Off |
No Show Report for All Clients | On | Off | On | Off | Off |
Client Spending | On | Off | On | Off | Off |
Non-Return Clients | On | Off | On | Off | Off |
Marketing Referral Type for New Clients | On | Off | On | Off | Off |
Client Loyalty Point Balance | On | Off | On | Off | Off |
Client Invalid Email and Text Number | On | Off | On | Off | Off |
Appointments Canceled by Text | On | Off | On | Off | Off |
Hours Worked Based on Time Clock Entries | On | Off | On | Off | Off |
Hours Worked Based on Time Clock Entries per Day | On | Off | On | Off | Off |
Tips Claimed by Employee (Summary) | On | Off | On | Off | Off |
Tips Claimed by Employee (Details) | On | Off | On | Off | Off |
Percentage Booked | On | Off | On | Off | Off |
Employees' Clients | On | Off | On | Off | Off |
Return Details by Employee | On | Off | On | Off | Off |
Employee Performance Report | On | Off | On | Off | On |
Employee Hours Booked by Service Category | On | Off | On | Off | Off |
Gift Card Sales | On | Off | On | Off | Off |
Gift Cards Redeemed | On | Off | On | Off | Off |
Gift Card Sales by Month | On | Off | On | Off | Off |
Gift Cards Redeemed by Month | On | Off | On | Off | Off |
Outstanding Balance Total on All Gift Cards | On | Off | On | Off | Off |
Gift Cards Unused Balance by Date | On | Off | On | Off | Off |
Services Booked Online by Employee | On | Off | On | Off | Off |
Income from Tickets Booked Online | On | Off | On | Off | Off |
Top Online Booking Clients | On | Off | On | Off | Off |
Product Sales Statistics | On | Off | On | Off | Off |
Product Sold Grouped by Category | On | Off | On | Off | Off |
Product Shelf Total by Supplier | On | Off | On | Off | Off |
Room Utilization | On | Off | On | Off | Off |
Sales Totals and Sales Tax by Range of Days | On | Off | On | Off | Off |
Sales by Month | On | Off | On | Off | Off |
Sales by Day of the Week | On | Off | On | Off | Off |
All Open Tickets | On | Off | On | On | Off |
Sales by Week | On | Off | On | Off | Off |
Sales by Hour of the Day | On | Off | On | Off | Off |
Product Sales Percentage Maintained | On | Off | On | Off | Off |
Forecast by Day | On | Off | On | Off | Off |
My Totals Report (for employee logged in) | On | Off | Off | Off | On |
Ticket Referral Totals | On | Off | On | Off | Off |
Tickets Marked Voided, Canceled, or No Show | On | Off | On | Off | Off |
Sales by City and Demographics | On | Off | On | Off | Off |
Sales by Employee Category | On | Off | On | Off | Off |
Sales by ZIP and Demographics | On | Off | On | Off | Off |
Monthly Client Membership Cost/Revenue | On | Off | On | Off | Off |
Service Sales Statistics | On | Off | On | Off | Off |
Services Sold Grouped by Category | On | Off | On | Off | Off |
📩 Requests
Click here to view Requests permissions
Click here to view Requests permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Accept/Reject Requests | On | Off | On | On | On |
🪑 Resources
Click here to view Resources permissions
Click here to view Resources permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Add/Edit/Delete | On | Off | On | On | Off |
⭐ Reviews
Click here to view Reviews permissions
Click here to view Reviews permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Reviews Screen | On | Off | On | Off | Off |
🗓️ Schedule
Click here to view Schedule permissions
Click here to view Schedule permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Schedules Screen | On | Off | On | On | On |
Add/Edit | On | Off | On | Off | Off |
✂️ Services
Click here to view Services permissions
Click here to view Services permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Services Screen | On | Off | On | On | On |
Add/Edit | On | Off | On | On | Off |
Delete | On | Off | On | On | Off |
⚙️ Settings
Click here to view Settings permissions
Click here to view Settings permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Settings Screen | On | Off | On | On | On |
Credit Card Transaction Logs | On | Off | On | Off | Off |
Edit Loyalty Points Reward Table | On | Off | On | Off | Off |
⏰ Time Clock
Click here to view Time Clock permissions
Click here to view Time Clock permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Time Clock Screen | On | Off | On | On | On |
Add/Edit | On | Off | On | On | On |
Delete | On | Off | On | Off | Off |
💲 Tips
Click here to view Tips permissions
Click here to view Tips permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Tips Screen | On | Off | On | On | Off |
Edit/Delete | On | Off | On | Off | Off |
📱 Two-Way Texting
Click here to view Two-Way Texting permissions
Click here to view Two-Way Texting permissions
Permission | All Access | No Access | Manager | Receptionist | Service Provider |
Two-Way Texting | On | Off | On | On | Off |
❓ FAQs
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I customize new access levels?
Click the arrow to view the answer
Click the arrow to view the answer
Yes, click +New Access Level in the top area of the Settings screen to start a custom access level.
How do I view or edit existing access levels?
Click the arrow to view the answer
Click the arrow to view the answer
Click the Settings gear (top right) under Employees, then select the access level you'd like to review or edit, or click +New Access Level to create one.
Does employee access carry across devices?
Click the arrow to view the answer
Click the arrow to view the answer
Yes, the assigned access will be tied to the employees login information. Therefore any device they log into with their email and password would have the access assigned to their profile.
What's the difference between Manager and Receptionist?
Click the arrow to view the answer
Click the arrow to view the answer
Manager has access to nearly all areas of the software, including employee management, marketing, reports, payroll, dashboard, expenses, forms, and reviews.
Receptionist is focused on front-desk tasks — they can manage appointments, clients, the cash drawer, gift cards, and sell memberships, but they cannot access reports, marketing, payroll, employee settings, or the business dashboard. Refer to the Default Permissions by Role section above for a full side-by-side comparison.
What's the difference between Manager and Service Provider?
Click the arrow to view the answer
Click the arrow to view the answer
Manager has broad access across the software including reports, employee management, marketing, and financial tools.
Service Provider is the most restricted default role - they can view the appointment book, add appointments, check in clients, and view their own performance report, but cannot access reports, marketing, the cash drawer, employee settings, or edit other employees' tickets. Service Provider is ideal for stylists, technicians, or artists who only need to manage their own work.
Which access level should I assign to a booth renter?
Click the arrow to view the answer
Click the arrow to view the answer
Service Provider is typically the best fit for booth renters. It gives them access to the appointment book, their own schedule, and their personal performance report while restricting access to business-level settings, financial data, reports, and other employees' information. If a booth renter needs additional permissions, consider creating a custom access level using +New Access Level in Employee Settings.
Can I change an employee's access level after it's been set?
Click the arrow to view the answer
Click the arrow to view the answer
Yes. Navigate to the employee's profile, click Employee Access, and select a different access level or choose Customize to adjust individual permissions. The employee may need to log out and back in for the changes to take effect.
Will customizing an access level affect other employees using the same level?
Click the arrow to view the answer
Click the arrow to view the answer
If you edit a built-in access level (like Manager or Receptionist), the changes will apply to all employees assigned to that level. If you only want to change permissions for one employee, either customize their access individually or create a new access level using +New Access Level.
Why can't I edit appointments for an inactive employee?
Click the arrow to view the answer
Click the arrow to view the answer
Inactive employees are removed from scheduling, which can lock their appointments from editing. To resolve this, open the employee's profile, toggle Currently Employed to active, and save. Make your edits, then deactivate the employee again if they are no longer with the business.