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:
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:
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:
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:
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.
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