Assigning Staff Roles

Assigning roles to your staff in MyTime allows you to control access to various features and functions based on their responsibilities. This article walks you through how to assign roles and explains what each role entails.

Things to know:

• The ability to create staff roles is governed by the "Accessing Staff & Availability" access control setting.
• If a staff member has multiple roles assigned, the role with the highest permission will take precedence. For example, if Staff A is both a service provider and a location manager, and the service provider role allows editing appointments while the location manager role blocks it, Staff A will still be able to edit appointments because the higher permission overrides the restriction.
• Predefined Roles in MyTime:
  • Location Owner: This role is automatically assigned to the account owner when the account is created, and only one location owner can exist per account. If an account has multiple owners, you’ll need to create a custom role and assign the necessary permissions. However, keep in mind that a custom role will not have access to the Access Control tab or all of the features available to the default Location Owner role. 
  • Service Provider: Assigned to staff who provide services. This role is selected by default for new staff profiles.
  • Support Staff: For non-service staff like receptionists. They do not take appointments but can clock in and out and have tracked compensation.
  • Location Manager: For staff managing the business’s daily operations.
  • Kiosk: Available only if the Kiosk feature is enabled. This role restricts access to MyTime and allows login only through a kiosk.
    
• For details on how to create custom roles, learn more here
• Staff members must have a user account to be assigned Location Manager and custom staff roles
• If a logged-in staff member's permissions are downgraded, attempting any action tied to their previous role will trigger the following error: "There was an error: Sorry, you do not have permission to do this due to access controls set by your administrator." 
• The ability to assign roles to staff members is not available on the scheduler app. 

To assign a role:

1. Navigate to Business Setup > Staff and Availability 
2. Create a new staff profile or open an existing one
3. In the Access Level section, select the appropriate role(s).
   
   • For new staff profiles, the 'Service Provider' role is selected by default. The 'Location Manager' and any custom roles will only be selectable once:
     • The staff profile includes full details (e.g., name, phone), and
     • A user account has been created with a valid email/username and password.
   • For existing staff members, you can:
     • Add new roles
     • Change or remove existing ones
       
4. Click 'Save' to apply the changes

For more information, contact us at support@mytime.com or (385) 233-6964.    

Related Articles: 

• Staff Settings
• Add/Invite Staff Members
• Staff Profile Overview
• Global Access Controls
• Managing Access Controls
• Global Employee Titles
• Managing Staff Titles
• Creating Staff Roles
• Setting and Resetting Passwords on Staff Profiles
• Sign into MyTime as a Staff Member
• Deleting Staff Members