Staff role permissions

Staff role permissions give you the ability to control the level of access your staff members have to the WellnessLiving system. These permissions allow you to limit your staff members’ ability to make modifications to your business configuration or access sensitive information. Limiting staff role permissions also makes WellnessLiving easier to use for staff members, because they will only be able to see the tools and options that are relevant to them.

To modify staff role permissions, see creating or modifying a staff role.

NoteSome user interface elements will not appear to staff members who are not granted the proper permissions. For example, the dashboard requires reporting permissions and will not appear to staff members without them.

NoteWhen you modify staff role permissions, these changes may take up to five minutes to be applied.

In this article:

    Location

    PermissionDescription
    Only my locationGive staff members permission to access Business, Scheduling, and Client settings only at the location assigned to them in their staff profile. Staff members with this permission selected won’t be able to change the staff role of staff members with the All locations permission.

    Click Show me an example to view an example of how this setting functions.

    For more information, see Setting a staff member’s locations.

    All locationsGive staff members permission to access Business, Scheduling, and Client settings at all locations.

    Click Show me an example to view an example of how this setting functions.

    Global Control

    PermissionDescription
    Grant all permissionsGive staff members all permissions. Select this checkbox to automatically select and enable all other permissions. Clear this checkbox to automatically clear and disable all other permissions. Selecting this option will provide the staff members with access to all locations.

    Business

    PermissionDescription
    Manage business and location settingsSelect this option to automatically select and enable all business management options for this staff role. Clear this option to automatically clear and disable all business management options for this staff role.
    Edit business informationAllow staff members to modify basic information about your business, such as the business name and address. For more information, see Setting up your general information.
    Edit email settingsAllow staff members to modify the basic email settings for your business. For more information, see Setting up your business email settings.
    Edit available servicesAllow staff members to modify which services are available at your business. For more information, see Setting up your available services.
    Edit business URLsAllow staff members to modify your business URLs, such as the URL clients use to sign up. For more information, see Business URLs
    Edit business policiesAllow staff members to modify business policies such as whether clients can hold a negative balance. For more information, see Business policies.
    Edit online waiverAllow staff members to modify the online waiver and its associated policies. For more information, see Setting up your online waiver.
    Manage location settingsAllow staff members to change business location settings except for the name and contact information. For more information, see Locations.
    Edit location contact informationAllow staff members to change the name and contact information of business locations.
    Manage franchise locationsAllow staff members to sign in to franchise locations without requesting permission from franchisees. This permission is only available to enterprise users with franchisor business accounts. For more information, see Requesting access to franchise locations (franchisor).
    Manage business hoursAllow staff members to schedule closed days for the business. For more information, see Scheduling Closed Days.

    Billing

    PermissionDescription
    Manage billing informationAllow staff members to add and modify the business’s billing information. Billing information must be set up before any staff member can begin to use the system. If a staff member without this permission signs in to their account before billing information is set, they will not be able to use the system and will not be able to set up the billing information. For more information, see Setting up your billing information.
    Sign the service agreementAllow staff members to sign the required service agreement on behalf of the business when they first sign in so that all staff members can begin using WellnessLiving. If a staff member without this permission logs into their account before the business has signed the service agreement, they will not be able to use the system and will not be able to sign.

    Interface

    PermissionDescription
    Manage Look and FeelAllow staff members to modify the look and feel settings to change how WellnessLiving appears to clients and staff members. For more information, see Customizing the look and feel of WellnessLiving.
    Manage widgetsAllow staff members to view and modify website widgets. Select this option to automatically select and enable all website widget options for this staff role. Clear this option to automatically clear and disable all website widget options for this staff role. For more information, see Widgets. Your website widget options are:

    • View widgets — Allow staff members to view website widgets.
    • Edit widgets — Allow staff members to modify website widgets.
    Manage Achieve Client AppAllow staff members to manage settings for the Achieve Client App, such as changing the subscription plan and customizing the app.
    Manage PresenceAllow staff members to view and enroll in Presence.
    Manage Partner ProgramAllow staff members to view and enroll in the Partner Program and receive email notifications when a new customer signs up using your promo code or credits you as the referrer, or when a referral completes three months of active subscription on a Professional or Enterprise plan.
    View edit logAllow staff members to view the edit log.
    View alert messagesAllow staff members to see alert banners from WellnessLiving when they sign in to their account. Alert banners are displayed when there is a promotion or software update from WellnessLiving.
    Access WellnessLiving AcademyAllow staff members to access WellnessLiving training resources.

    Dashboard

    PermissionDescription
    Manage dashboardSelect this option to automatically select and enable all dashboard options for this staff role. Clear this option to automatically clear and disable all dashboard permissions for this staff role.
    Edit DashboardsAllow staff members to edit dashboards.
    Delete DashboardsAllow staff members to delete dashboards.
    Share DashboardsAllow staff members to share dashboards with other staff members.

    Staff

    PermissionDescription
    Manage staffSelect this option to automatically select and enable all staff management options for this staff role. Clear this option to automatically clear and disable all staff management options for this staff role.
    Manage my staff profileAllow staff members to view and modify their own staff profiles.
    Manage staff profilesAllow staff members to add, modify, and remove other staff members’ profiles. This permission also allows staff members to view and modify custom fields on other staff members’ profiles. This option can only be selected if the Manage my staff profile permission was selected.
    Edit staff rolesAllow staff members to modify which permissions are set for each of your business’s staff roles.
    Change staff rolesThis option can only be selected if you select the Manage my staff profile option. It allows staff members to change the staff roles to which staff members are assigned. If a staff member has this permission enabled, they may not be able to change other staff members’ staff roles based on the locations to which each staff member has access. For example, if a staff member has access to only one of a business’s locations, that staff member will not be able to change the staff role of a staff member who has access to all the business’s locations, even if this permission is enabled.
    Manage staff payAllow staff members to add, remove, and modify all staff members’ pay rates.
    Manage time clockAllow staff members to modify clock in and clock out times. For more information, see The time clock.
    Manage staff working hoursThis option can only be selected if you select the Manage my staff profile option. It allows staff members to add or modify any staff member’s available and unavailable time.

    Booking

    PermissionDescription
    Manage availability overridesSelect this option to automatically select and enable all staff management options for this staff role. Clear this option to automatically clear and disable all staff management options for this staff role.
    Book unavailable staff membersAllow staff members to book other staff members into services even if they are unavailable.
    Book unavailable assetsAllow staff members to book assets even if the assets are unavailable.
    Book services over capacityAllow staff members to book clients into services even if the service is booked to capacity or its wait list is full.

    Services and schedules

    PermissionDescription
    Only my schedulesAllow staff members to view only their own schedule and make changes that affect only their own schedule.
    All schedulesAllow staff members to view and make changes to any schedule.
    CustomAllow staff members to view and make changes to specific schedules for each service type.
    Manage services and schedulesSelect this option to automatically select and enable all schedule management options for this staff role. Clear this option to automatically clear and disable all schedule management options for this staff role.
    Manage servicesAllow staff members to add, remove, and modify services.
    View canceled sessionsAllow staff members to view canceled sessions on the schedule.
    Schedule past servicesAllow staff members to add, remove, and modify services that have already occurred.
    Schedule upcoming servicesAllow staff members to add, remove, and modify services that have not yet occurred.
    View attendance listsAllow staff members to view the attendance lists for classes and events.
    Book clients unpaidAllow staff members to add clients to the attendance list of classes and events without payment and to mark paid sessions as unpaid. This permission can only be selected if the View attendance lists permission is selected.
    Lock search barAllow the QUICK ADD search bar on the attendance list to appear as an expanded search bar.

    Select this option to have the QUICK ADD search bar on an attendance list appear as an expanded search bar. Clear this option to have the QUICK ADD search bar appear unexpanded until it is clicked. This option can only be selected if the View attendance lists permission is selected.

    • Staff can change this setting manually under the Attendance options on an attendance list. Once the page is refreshed, it will revert to the staff role permission settings.

    FitVID on Demand

    PermissionDescription
    Manage FitVID on DemandAllow staff members to add, edit, or remove FitVID on Demand videos.
    Manage FitVID on Demand categoriesAllow staff members to add, edit, or remove video categories.

    FitLIVE

    PermissionDescription
    Manage FitLIVEAllow staff members to set up and modify FitLIVE integration.

    Online Store

    PermissionDescription
    Manage the storeSelect this option to automatically select and enable all store options for this staff role. Clear this option to automatically clear and disable all store options for this staff role.
    Manage purchase optionsAllow staff members to add, remove, and modify all settings of purchase options. When this permission is deselected, the permission below is automatically enabled.

    • Configure basic purchase option settings — Allow staff members to activate and deactivate purchase options, as well as edit the prices and select which taxes are applicable to them.
    Edit store settingsAllow staff members to modify the store settings of your business.
    Manage productsAllow staff members to add, remove, and modify products.
    Configure product settingsAllow staff members to modify products settings.
    Manage suppliersAllow staff members to add, remove, and modify suppliers.
    Manage store categoriesAllow staff members to add, remove, and modify store categories.
    Manage gift cardsAllow staff members to add, remove, or modify gift cards.
    Sell products and services in the storeAllow staff members to make a sale through the store. For more information, see Making a sale.
    Edit price at the point of saleAllow staff members to change the prices of items in the shopping cart. For more information, see Applying a discount at checkout.
    Manage discount codesAllow staff members to add, remove, or modify the discount codes.
    Perform cash closeoutAllow staff members to close a till. For more information, see Performing a cash closeout.
    Edit cash closeout historyAllow staff members to edit the data of previously performed cash closeouts.
    Manage deposit on Cash Closeout ReportAllow staff members to take a deposit from a cash box while performing a cash closeout.
    Perform physical inventory countAllow staff members to perform a physical inventory count to update on-hand inventory.

    Integrations

    PermissionDescription
    Manage integrationsSelect this option to automatically select and enable all integration options for this staff role. Clear this option to automatically clear and disable all integration management options for this staff role.
    Configure Groupon settingsAllow staff members to set up and modify Groupon integration for your business. For more information, see Groupon integration.
    Configure MailChimp settingsAllow staff members to set up and modify MailChimp integration for your business. For more information, see Mailing list integrations.
    Configure Constant Contact settingsAllow staff members to set up and modify Constant Contact integration for your business. For more information, see Mailing list integrations.
    Configure Zoom settingsAllow staff members to set up and modify Zoom settings for your business. For more information, see Zoom integration.

    Marketing

    PermissionDescription
    Manage marketingSelect this option to automatically select and enable all marketing management options for this staff role. Clear this option to automatically clear and disable all marketing management options for this staff role.
    Manage automated marketingAllow staff members to add, remove, and modify automated marketing campaigns and settings.
    Manage client reviewsAllow staff members to respond to client reviews or mark them as inappropriate. For more information, see Managing client reviews.
    Send postcards to clientsAllow staff members to send postcards to clients from their client profiles or certain reports. For more information, see Creating or modifying a direct mailing campaign.

    Notifications

    PermissionDescription
    Only my scheduleOnly send notifications that relate to their own schedule to staff members who are assigned this staff role.
    All schedulesSend notifications that relate to all schedules to staff members who are assigned this staff role.
    Receive all notificationsSelect this option to automatically select and enable all notifications for this staff role. Clear this option to automatically clear and disable all notifications for this staff role.

    You can set notification settings individually for each staff member by overriding their staff role notification settings. For more information, see Overriding a staff member’s notifications.

    Receive customer review notificationsAllow staff members to receive a notification when a client leaves a review for the business.
    Receive Sale Has Been Made notificationAllow staff members to receive a notification when a client makes a purchase from the store or when any staff member makes a sale.
    Receive all service notificationsAllow staff members to receive all class, appointment, and event notifications. Select this option to automatically select and enable all service notifications for this staff role. Clear this option to automatically clear and disable all service notifications for this staff role.
    Receive all class notificationsAllow staff members to receive all class notifications. Select this option to automatically select and enable all class notifications for this staff role. Clear this option to automatically clear and disable all class notifications for this staff role.
    Receive all appointment notificationsAllow staff members to receive all appointment notifications. Select this option to automatically select and enable all appointment notifications for this staff role. Clear this option to automatically clear and disable all Appointment notifications for this staff role.

    Your choices are:

    • Receive appointment booking/request notification — Send staff members a notification when a client books or requests a booking for an appointment.
    • Receive appointment change notification — Send staff members a notification when any changes are made to an appointment booking.
    • Receive appointment cancellation notification — Send staff members a notification when a client’s appointment booking is canceled.

    Note Currently, appointment reminder notifications cannot be disabled. Staff members who have the Receive all appointment notifications permission disabled will still receive the appointment reminder notification.
    Receive all event notificationsAllow staff members to receive all event notifications. Select this option to automatically select and enable all Event notifications for this staff role. Clear this option to automatically clear and disable all Event notifications for this staff role. Your choices are:

    • Receive event booking notification — Send staff members a notification when a client is booked into event.
    • Receive event cancellation notification — Send staff members a notification when an event booking is canceled.
    • Receive event attendance list — Send staff members a notification that contains the attendance list for an event when the list is updated.
    Receive Product Re-order Level Reached notificationSend staff members a notification when a product’s inventory reaches the set reorder level. For more information, see Product advanced settings.
    Receive Client Prize Redemption notificationSend staff members a notification when a client uses their rewards points to redeem a prize.
    Receive new lead notificationSend staff members a notification after a potential client enters their personal information on the Lead Capture Widget. This permission can only be selected when the View client details permission under Clients is selected.

    Rewards and Contests

    Permission Description
    Manage rewards and contestSelect this option to automatically select and enable all rewards programs permissions for this staff role. Clear this option to automatically clear and disable all rewards programs permissions for this staff role.
    Manage leaderboardAllow staff members to create contests via the leaderboard.
    Reset total pointsAllow staff members to reset the accumulated rewards points for clients.
    Configure pointsAllow staff members to manage reward points actions. For more information, see Managing rewards points.
    Configure prizesAllow staff members to set prizes and the number of rewards points required to redeem them. For more information, see Managing a redeemable prize.

    Clients

    PermissionDescription
    Only my clientsAllow staff members to only modify clients who are booked into that staff member’s services.
    Clients from my locationAllow staff members to only modify clients who have the same home location as the staff member.
    All clientsAllow staff members to modify all clients.
    Manage clientsSelect this option to automatically select and enable all client management permissions for this staff role. Clear this option to automatically clear and disable all client management permissions for this staff role.
    Manage client profilesAllow staff members to add, remove, and modify clients. For more information, see Client profile.
    View client detailsAllow staff members to view client information throughout WellnessLiving.
    View past purchasesAllow staff members to view clients’ past purchases in WellnessLiving.
    View passes and membershipsAllow staff members to view the passes and memberships section of client profiles.
    Edit passes and membershipsAllow staff members to modify passes and memberships that clients own.
    Refund transactionsAllow staff members to process refunds for client purchases.
    Manage billing and account balanceAllow staff members to view and modify the billing and account balance section on client profiles.
    View transaction detailsAllow staff members to view detailed information about client transactions. For more information, see Viewing a client’s transactions page.
    Manage notesAllow staff members to add and modify notes on client profiles.
    Flag clientsAllow staff members to flag client profiles to prevent online booking.
    Manage client typesAllow staff members to add, remove, and modify client types.
    Manage client groupsAllow staff members to add, remove, and modify client groups.
    Manage transformation logAllow staff members to customize the transformation log.
    Edit transformation logAllow staff members to modify client transformation logs.
    View notesAllow staff members to view notes and SOAP notes about clients.
    Edit notesAllow staff members to modify notes and SOAP notes about clients.
    Send emails or SMSAllow staff members to send emails and SMS messages to clients from client profiles, reports, and attendance lists.
    Book clients outside their current paid periodAllow staff members to book services for a client when the services take place in the past, outside the date range for which the client’s applicable purchase option is active, even if the business policy option Clients can only book sessions within their current paid period is set to ON.

    Reports

    PermissionDescription
    Only my reportsAllow staff members to only access reports that are associated with them.
    All reportsAllow staff members to access all reports.
    View all reportsSelect this option to automatically select and enable all report permissions for this staff role. Clear this option to automatically clear and disable all report permissions for this staff role.
    View client reportsView all client reports.
    View attendance reportsView all attendance reports.
    View staff reportsView all staff reports.
    View sales reportsView all sales reports.
    View Inventory on Hand ReportView the Inventory On Hand Report and adjust inventory quantities.
    View email reportsView all email reports.
    View Cash Closeout ReportView the Cash Closeout report.
    View franchise reportsView all Enterprise Reports. This permission is only available for franchise businesses.

    POWER Search

    PermissionDescription
    Manage POWER searchesSelect this option to automatically select and enable all POWER search permissions for this staff role. Clear this option to automatically clear and disable all POWER search permissions for this staff role.
    Edit POWER searchesAllow staff members to edit POWER searches.
    Delete POWER searchesAllow staff members to delete POWER searches.
    Share POWER searchesAllow staff members to share POWER searches with other staff members.

    Task Management

    PermissionDescription
    Only my tasksAllow staff members to only modify tasks that are assigned to them.
    All tasksAllow staff members to modify tasks assigned to any staff member.
    Manage tasks and contact logsSelect this option to automatically select and enable all task management permissions for this staff role. Clear this option to automatically clear and disable all task management permissions for this staff role.
    Manage contact logsAllow staff members to view and edit clients’ contact logs.
    Add tasksAllow staff members to add tasks.
    Edit tasksAllow staff members to edit existing tasks.

    Forms

    PermissionDescription
    Manage formsAllow staff members to add, edit, and delete forms.
    View responsesAllow staff members to view form responses.

     

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