Security Roles

Security Roles play an important part in keeping your staff from having access to business level settings and information that you want to restrict. With TimeTap, you have the option to use our Default Security Roles, or you can clone and customize these roles to fit your needs.

This guide provides information on:




Default Security Roles

  • Account Owner: There is only one Account Owner per account and this is the staff member or business owner who originally created the TimeTap account. The Account Owner has access to every part of the account, including billing information and plan changes.

  • Administrator: Administrators have the same level of access as the Account Owner except the Billing Information, Change Plan, or Cancel Account screens.

  • Location Super User: A Location Super User does not have access to the Settings or Payments menu but can see all the appointments and all the clients that have been scheduled at the location(s) they are assigned to.

  • User: User is the most basic security setting on TimeTap. Users are able to set up their own availability and see their own appointments and clients, but cannot see any of the appointments that have been made with other staff nor any of the clients that have booked with other staff.

  • Reports Only: A Reports Only user can only access the Dashboard and run reports from it.


You can read more about Default Security Roles and how to assign them here and here.

Cloning a Default Security Role  TIMETAP BUSINESS FEATURE

Cloning a Default Security Role is the first step to creating a custom security role. You start by cloning the default role closest to the access level you want, then use checkboxes to add or takeaway permissions to View, Add, Edit, Export, or Delete.

To clone a Default Security Role, start by clicking Settings → Staff:



Then click the new Security Roles tab:




On the Security Roles tab, you'll see 1) the Active Security Roles List, 2) the Clone button, and 3) a small blue and white plus sign beside each security role which will display a list of checkboxes indicating what permissions the role has:



When you click Clone, a list of checkboxes for permissions will appear. You'll also have an opportunity to name the role:



To edit the permissions your new custom role has, simply check the boxes for the permissions you want it to have, and uncheck the boxes for permissions you do not want it to have. See the Permissions Matrix below for a breakdown on what each permission does.


More Security Permissions  TIMETAP BUSINESS FEATURE

Below the permission checkboxes, you'll find a section titled "More Security Permissions." In this section, you'll find some extra permissions you can add to your Custom Security Role.

The first is Location Access: 

With this permission, you can grant your Staff member access to all of your locations, or just the location he or she is assigned to.

The second is Staff Access:

With this permission, you can grant your Staff member access to the profiles of other Staff members at his or her assigned locations. With this permission granted, your Staff member can access things like Service Availability for other Staff members. *Note: if you grant the Staff member access to all locations in the drop-down box above, he or she will have access to all Staff profiles at all locations.

The third permission is Change Services on Staff Profile:

With this permission, you can grant your Staff member the ability to edit the Services each Staff member offers on the Staff member's Profile page:



The final permission in the More Security Permissions section is the Change Security Role for Accessible Staff:


With this permission, you can grant your Staff member the ability to change the Security Role of each staff member he or she has access to:


For more information on how these permissions affect the main set of permissions, see the Permissions Matrix below.


Permissions Matrix


ViewAddEditExportDelete
Appointments

Staff member can View appointments, but cannot make changes to them.

*Required to grant other appointment permissions.

**Appointment permissions apply to the Staff member's location unless they are an Account Owner or Administrator or have been granted access to all locations via the Location Access dropdown.

Staff member has all View permissions and can Add new appointments, but cannot Edit them once saved.Staff member has all View permissions and can Edit details of appointments, including Location, Staff, Date & Time, and Client fields. Can also Mark As Checked In, Completed, No Show, Re-Open, or Cancelled, and Reschedule.N/AStaff member has all View permissions and can Delete appointments once they are Marked As Cancelled.
ClientsStaff member can View the Client List and individual Client Profiles. If they have the View Appointments permission, they can view a Client's appointments. The Staff member cannot make any changes on these screens. *Required to grant other Client permissions.Staff member has all View permissions and can Add new Clients to your Client List. Staff member can also Upload a Client List.Staff member has all View permissions and can Edit Client Profiles to include: Client Details shown on Scheduler, Client Details for Staff Use Only, and Client Notes. Staff member can also Change Client's Password (if they log-in to your scheduler).Staff member has all View permissions and can Export Client List.Staff member has all View permissions and can Delete Client Profiles.
Payment Settings

Staff member can View the Payment Settings and Manage Coupons screens, but cannot make changes.

*Required to grant other Payment Settings permissions.

N/AStaff member has all View permissions and can Edit Payment Settings, to include General Payment Settings and Payment Portal Options. They can also Add, Delete, and Edit Coupons.N/AN/A
Invoices

Staff member can View Invoice Lists, to include Open, Closed, and Void invoices, as well as the Invoice Detail screen, to include Payments, Invoice Emails, Comments, and History for each invoice.

*Required to grant other Invoices permissions.

Staff member has all View permissions and can Add new invoices.

*The Add New Invoice screen offers an option to "Add New Client" in the Client field. This option will only be available to your Staff member if the Add Client permission has been granted.

Staff member has all View permissions and can Edit all fields on the Invoice Detail screen, to include: the Description, Rate, Discount or Coupon, and take actions such as Emailing the Invoice, Recording a Payment, Adding a Write Off Amount, Adding Line Items and Charges to or Voiding the Invoice Staff member has all View permissions and can Download or Email individual Invoices.Staff member has all View permissions and can Delete all Invoices in bulk, or individually.
Manage Scheduler Settings

Staff member can View all Settings and screens associated with the embedded or Mini-Website Scheduler, to include: the Scheduler Rules & Logic, the Location, Staff, Service & Class, Time, Client Info, and Final Confirmation Panel settings.

*Required to grant other Scheduler permissions.

N/AStaff member has all View permissions and can make Edits to all the screens listed under the View permission. Staff member can also select and embed the scheduler and/or a Book Now button, add Zip Code Filters (Business Plans only), and allow Cancellations and Rescheduling. In the Mini Website Design section, the Staff member can edit the Navigation & Header, Text Info & Scheduler, & Bottom Section & Footer settings. N/AN/A
Locations

Staff member can View the Active Locations List as well as the Location Profile of each Location. The Location Profile screen includes: the Overview, Location Availability, Recurring or Individual Class Schedules, and Open and Other Appointments.

*The View Appointments permission is required to view the Location's Open and Other Appointments.

**The Class Schedule View permission is required to view Recurring and Individual Class Schedules

***Required to grant other Locations permissions.

Staff member has all View permissions and can Add a new location, to include setting the Name and Type (physical or virtual), Contact Information, Details, such as a Profile Picture and Directions.

Staff member can Edit settings on all screens listed under the View permission, to include: the Location Overview information, Availability, Recurring and Individual Class Schedules.

*The Appointment Edit permission is required to view Open and Other Appointments and the Appointment Export permission is required to export a list of those appointments.

**The Class Schedule View permission is required to view Recurring and Individual Class Schedules.

N/AStaff member has all View permissions and can Delete Locations.
Staff

Staff member can view the Active Staff List and Staff Profile Screen settings, to include the Staff name and contact details, their Availability, Recurring or Individual Class Schedules, and Google Calendar Sync.

*The Appointment View permission is required to view other Staff members' Open and Other Appointments and the Appointment Export permission is required to export lists from those screens.

**The Class Schedule View permission is required to view Recurring and Individual Class Schedules.

***For Security Roles based on Location Super Users and Users, you must select "Can access all staff at assigned locations" from the Staff Access drop-down box. 

Staff member has all View permissions and can Add new Staff members, to include setting their Name, Security Role, and Login Credentials, as well as Contact information, Profile Picture and Bio.Staff member has all View permissions and can Edit the Staff member Profile settings listed under the View permission.N/AStaff member has all View permissions and can Delete Staff members.
Services/Classes

Staff member can View the Active Services and Classes List as well as the Service or Class Profile. The Service and Class Profile pages include settings like the Service or Class Name, Duration, Price, Schedule, and how far in advance appointments can be booked.

*Required to grant other Services and Classes permissions.

Staff member has all View permissions and can Add new Services or Classes, to include setting the Name and Duration, Description, Price, and for Classes, the Schedule, Location, and Staff member leading the Class.

Staff member has all View permissions and can Edit the Service and Class Profile settings listed under the View permission. They can also select Screening Questions and allow Waitlists (Business Plans only).

*If the Appointment View and/or Export permissions have been granted, the Staff member can also view the Open and Other Appointments and Export them.

N/AStaff member has all View permissions and can Delete Services and Classes.
Account ManagementN/AN/AStaff member has access to the Account Settings menu where they can change the Business Name, Timezone, and Country. The Business Name is used to identify your company name in emails and on your Mini Website Scheduler. In most cases, the Timezone and Country settings should not be altered, as doing so will interfere with your scheduling and email confirmations.N/AN/A
Security Roles

Staff member can View the Active Security Roles List including the current permission settings for each role, as well as the Comparison Table which details the differences in permissions between the current Security Roles.

*Required to grant other Security Roles permissions.

Staff member has all View permissions and can Add a new Security Role or Clone an existing one. If the Staff member Clones an existing role, they can then edit the permissions of that role and save it as a new role.

Staff member has all View permissions and can Edit Security Role permissions for your current Security Roles.

*Use caution when granting this permission, because a Staff member can also Edit the Security Role to which they are currently assigned.

N/AStaff member has all View permissions and can Delete Security Roles from the Active Security Roles List.
Groups

Staff member can View Location Groups on the Active Location Groups List as well as each Location Group's Profile. Information in the Group Profile includes the Group Name and Private URL, and the Locations that are included in the Group.

*Required to grant other Groups permissions.

Staff member has all View permissions and can Add a new Location Group, to include setting the Group Name and the Locations to be included.Staff member has all View permissions and can Edit each Location Group's Profile, to include the Group Name, Private URL, and the Locations included in the Group. Staff member can also create a Vanity URL for the Group (Business Plans only).N/AStaff member has all View permissions and can Delete Location Groups from the Active Location Groups List.
Filters

Staff member can View the Active Location or Active Staff Filters List when those filters are enabled on the Scheduler Rules & Logic Configuration menu.

*Required to grant other Filters permissions.

Staff member has all View permissions and can Add new Location or Staff Filters to the Active Filters List.Staff member has all View permissions and can Edit Location or Staff Filters on the Active Filters List.N/AStaff member has all View permissions and can Delete Location or Staff Filters from the Active Filters List.
Service Availability

Staff member can View the Service Availability for all Staff that they have permission to View.

*By default, Users are set to only View their own Availability and Location Super Users are set to View Staff at their assigned Location **Required to grant other Service Availability permissions.

N/A

Staff member has all View permissions and can Edit the Service Availability for the Staff members they have permission to View.

*Staff member can only add new Service Availability for other Staff members unless the Staff Edit permission has been granted. If Staff Edit is granted, the Staff member can Edit other Staff member's current Service Availability. 

N/AN/A
Class Schedule

Staff member can View Recurring and Individual Session Schedules of each Class in the Active Services and Classes List.

*Services/Classes View permission is required

**Required to grant other Class Schedule permissions.

N/AStaff member has all View permissions and can Edit Class Recurring and Individual Session Dates, Start and End Times, Locations, Staff, Classroom Number, and Capacity. They can also Add new Reccuring or Individual Class Sessions.N/AN/A
Reports

Staff member can Generate and Download Reports from the Dashboard Screen.

*Users, Location Super Users, and Reports Only Staff will only be able to access reports from their assigned Location unless the Location and Staff Access drop-downs are set to allow access to all Locations and all Staff.

N/AN/AN/AN/A
Screening Questions

Staff member can View Screening Questions on the Active Services and Classes List, as well as view the Screening Question Profile for each Screening Question. The Profile includes the Title, the Question, an option to set the text of the 'Pass' and 'Fail' buttons and the Response if the client does not pass the requirements of the Screening Question. The Staff member can also view the Services and Classes to which the Screening Question is applied.

*Services/Classes View permission required.

**Required to grant other Screening Question permissions.

Staff member has all View permissions and can Add new Screening Questions.Staff member has all View permissions and can Edit current Screening Question fields in the Screening Question Profile, to include the Title, Question, 'Pass' and 'Fail' buttons, and the Response. They can also Edit which Services and Classes that the Screening Question is assigned to.N/AStaff member has all View permissions and can Delete Screening Questions from the Active Services and Classes List.
Email TemplatesN/AN/A

Staff member can View and Edit Email Templates. They can also Restore previously edited templates to the Default template.

*Templates that have been edited will show a blue and white box beside the email title that says "Custom."

N/AN/A
Report BuilderWithin the "Build Reports" tab under Dashboard and Reports, the staff member has access to View the list of created reports by Report Name and can view which Report Details are selected within each report. Staff member has access to the "Build Reports" feature within Dashboard and Reports. The staff member can "Add New Report" and customize report options based on Report Details. Staff member can View and Edit the report specifications of an existing report by updating the Report Details.N/AStaff member has access to delete built reports in the Report Name list. 
ResourceStaff member can view list of Resources listed within Services and Classes.Staff member can Add new resources and customize which locations and services will offer this resource. From the Active Resources List, a staff member can (1) View Details of a Resource, (2) edit the Overview features from the Resource Profile (3) View a list of Open Appointments for that Resource (4) Send an Email to the client from Resource Profile. N/AFrom the Active Resources List, a staff member can Delete a resource from the list. 
Custom FieldsStaff member can view client custom info field settings found in Settings > Client Information Settings > Client Info Fields.Staff member can access the "Add or Remove Fields" feature to create new custom client fields.Staff member can access the "Add or Remove Fields" feature to edit existing client fields. N/AStaff member can access the "Add or Remove Fields" feature to delete existing client fields. 
Business Level Calendar View DefaultWithin the Appointments tab Settings, the staff has the ability to view the default settings of the Business Level Calendar View section. N/AWithin the Appointments tab Settings, the staff has the ability to view and edit the default settings of the Business Level Calendar View section. N/AN/A
Check In ScreenStaff member has access to view the settings on the Check In Screen within DashboardN/AStaff member has access to view and edit the settings on the Check In Screen within DashboardN/AN/A
Individual EmailsN/AN/AStaff member has the option to send individual marketing, appointment, or invoice templates to a specified client either by accessing the client from the Clients list or from a client profile. N/AN/A
Bulk EmailsN/AN/AStaff member has the option to send marketing, appointment, or invoice templates to multiple clients at once by selecting a list of clients from the Clients list. N/AN/A
GadgetsStaff member can access the Gadgets feature within the Dashboard. Staff member has the ability to view an existing Gadget, a quick, at-a-glance appointment agenda which is customized by staff, location, and date.Staff member can access the Gadgets feature within the Dashboard to create quick, at-a-glance appointment reports or agendas which are customized by staff, location, and date. Staff member has the ability to add a new Gadget.Staff member can access the Gadgets feature within the Dashboard to create quick, at-a-glance appointment reports or agendas which are customized by staff, location, and date. Staff member has the ability to add a new Gadget, edit an existing Gadget's details or delete a Gadget. N/AStaff member can access Gadgets feature within the Dashboard. Staff member has the ability to delete an existing Gadget, a quick, at-a-glance appointment report or agenda which is customized by staff, location, and date.
Recycle Bin/Deleted ViewAfter an appointment has been marked as cancelled and then deleted the appointment record is moved to the Deleted list within Appointment Lists. The staff member has access to view this list of deleted appointments. N/AAfter an appointment has been marked as cancelled and then deleted the appointment record is moved to the Deleted list within Appointment Lists. The staff member has access to view this list of deleted appointments and undelete and reopen the appointments in the list. N/A

N/A

Clock In ScreenStaff can View the Clock-in Screen settings. Staff can view and add settings on the Clock-in Screen. Staff can view, add and edit settings on the Clock-in Screen. N/AStaff can delete settings on the Clock-in Screen. 
ProductsWithin Payments  and Manage Products, a staff member can view the list of Products, Supplier Lines, and Suppliers that have been entered in the system. 

N/A
InventoryWithin Payments and Manage Products, a staff member can view the list of Products and the inventory details associated with that product. N/AWithin Payments and Manage Products, a staff member can view and edit the list of Products and  all the inventory details associated with that product including increasing or decreasing the product amount, updating supplier details, cloning, or deleting the product. N/AN/A
FormsWithin Payments and Forms, a staff member can view the list of Forms on the account, can view a list of the sent form Submission Requests, as well as go into a client profile and view the client's Current Form Status and Client Form History.Within Payments and Forms, a staff member can add to the existing list of Forms on the account. Within Payments and Forms, a staff member can add to the existing list of Forms on the account, as well as edit, clone, or delete forms. In the Client Profile, the staff member can access client form options such as Mark as Waived and Send Form Email. N/AWithin Payments and Forms, a staff member can delete forms from the existing list.  
PackagesWithin Payments and Manage Packages, a staff member can view the list of Packages on the account. Within Payments and Manage Packages, a staff member can view and clone items on the list of existing Packages on the account as well as Add a New Package. Within Payments and Manage Packages, a staff member can view the list of Packages on the account, edit the details, close or delete the Package. A staff member can also Add a New Package to the account. N/AWithin Payments and Manage Packages, a staff member can view the list of Packages on the account and delete a package from the existing list of Packages. 
Cash Register/TillStaff member has the ability to access the Cash Register/Till within Payments. The user can view the list of transactions within the Cash Drawer. Staff member has the ability to access the Cash Register/Till within Payments. The user can add an instance of a cash register transaction by Adding Money to Cash Drawer and Pulling Money from Cash Draw. Staff member has the ability to access the Cash Register/Till within Payments. The user can Add Money to Cash Drawer, Pull Money from Cash Draw and Delete cash draw records. The user can view and edit the list of transactions within the Cash Drawer. N/AStaff member has the ability to access the Cash Register/Till within Payments. The user can The user can view and delete instances within the list of transactions within the Cash Drawer. 
Mini Website DesignWithin Settings and Mini Website Design, a staff member can view the settings within the Mini Website design including the Navigation & Header, Text Info & Scheduler, and Bottom Section & Header tabsN/AWithin Settings and Mini Website Design, a staff member can view and edit all settings within the Mini Website design including the Navigation & Header, Text Info & Scheduler, and Bottom Section & Header tabsN/AN/A
Final ConfirmationStaff member can view all settings on the Final Confirmation Panel Settings page. The Final Confirmation Settings define the details displayed on the Final Confirmation page of the client side scheduler. N/AStaff member can view and edit all settings on the Final Confirmation Panel Settings page. The Final Confirmation Settings define the details displayed on the Final Confirmation page of the client side scheduler. N/AN/A
Edit Email on SendN/AN/A

Staff member has the ability to Edit an Email Template "on the fly" as they are Adding a new Appointment, or Managing an existing Appointment (ie, Checking-in, Marking As Complete, No Show, or Cancel, Re-Opening, and Rescheduling).

*Appointment Add and/or Edit permissions required.

N/AN/A



Security Role Comparison Table

To take a look at a table which compares the permission levels of different Security Roles, click View Comparison Table from the Security Roles tab:



A table will display which shows the permissions each role has with a green and white checkmark and the permissions a each role does not have with a red and white "x":