Global Access Controls

Modified on Fri, 19 Sep at 12:07 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

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 Franchisee locations can access 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. Clients from other franchise locations who have had appointments at those locations will not be visible in the Clients tab. Example: Client A was created at Franchise B but has never booked an appointment there. Staff at Franchise A can view Client A in the Clients tab. Client B was created at Franchise B and has booked appointments there. Staff at Franchise A cannot view Client B in the Clients tab. Regardless of location, all clients will appear in the search on the appointment modal in both the Scheduler and POS, allowing staff to select them when booking services. Accessing Client Record - View All Locations Franchise locations can access client records across all franchise locations directly from the Clients tab, whether they have appointments booked or not. Example: Client A was created at Franchise B and has had appointments there. Staff at Franchise A can still view Client A in the Clients tab. Client B was created at Franchise C but never booked there. Staff at Franchise A can view Client B in the Clients tab. All clients are searchable in the appointment modal in both the Scheduler and POS, allowing staff to book services for any client across locations. Accessing Client Record - Edit Their Locations Franchise locations can access and update client records associated with their own franchise location directly from the Clients tab. They will also see clients from other locations only if the client has never had an appointment at those other locations but they will not be editable. Example: Client A was created at Franchise A and has booked appointments there. Staff at Franchise A can view and edit Client A’s details. Client B was created at Franchise B and has appointments there. Staff at Franchise A can see Client B in the client tab and appointment modal, but cannot edit their details. Accessing Client Record - Edit All Locations Franchise locations can view and update client records across all franchise locations regardless of where the client record was created or where appointments occurred. Example: Client A was created at Franchise B and has booked appointments there. Staff at Franchise A can view and edit Client A’s details. Client B was created at Franchise C but never booked there. Staff at Franchise A can view and edit Client B’s details. Additionally, all clients are searchable in the appointment modal in the Scheduler and POS, ensuring staff can select them when booking services.
Accessing Client Contact Details	Accessing Client Contact Details - View Their Locations Franchisee locations can view all client contact details associated with their locations through the Clients tab, but not clients associated with other franchisee locations. Accessing Client Contact Details - View All Locations Franchisee locations can view all client contact details associated with any franchisee location. Accessing Client Contact Details - Edit Their Locations Franchisee locations can edit all client contact details associated with their locations through the Clients tab, but not clients associated with other franchisee locations. Accessing Client Contact Details - Edit All Locations Franchisee locations can edit all client contact detaassociated with any franchisee 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 franchisee 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 franchisee 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 franchisee 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 franchisee 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 franchisee 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 franchisee 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 franchisee 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 franchisee 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 franchisee 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 franchisee 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.