As the owner of the Vagaro account, you can set Access Levels for each employee. Think of access levels as permissions or roles that can be customized to restrict your employees from viewing and/or editing specific features in Vagaro. Remember the owner of the account always has full access.
In this article, we will go over:
- Setting Access Levels (next)
- Definition of Access Levels
Setting Access Levels
- Navigate to Settings > Employees > Access Levels.
The Access Levels page provides you with a set of default access levels: Admin, Service Provider Commission, Manager/Supervisor, Service Provider Booth Renter, and Owner. - To work with access levels:
- Edit one of the default access levels (click More and then Edit.)
- Click New Access Level to create a custom access level.
At the top of each Access Level screen, whether new or one you're editing, there are fields for Access Level Name and Access Level Description. There is also an Active switch and Spell Check option for those two fields.
Note: the image above only shows the top of the Access Levels screen. Please view it on your computer to see all options.
- Add or edit the name and description fields.
- Set the Active switch to On (green), or Off (white).
- Scroll through all the available settings and make selections for this access level. Choices for each level are:
- View means the employee can access and view a specific feature in your account. However, they can't make changes. When selected, the View option is green.
- Modify means they can access and edit that setting in your account. When selected, the Modify option is green.
- A toggle switch is used to turn an option on (green) or off (white):
- Click Save at the bottom of the screen when you're finished.
In-Depth Definition of Access Levels
- Calendar Configuration Management - Employees can change the way the calendar page is displayed. They can also turn on/off tracking for customer retention. These will affect all employees.
- Control Own Calendar - Employees can view/edit their own calendars. This allows them to edit and move their appointments and personal tasks.
- Control Other Employee Calendars - Employees can view/edit other employees’ calendars, allowing them to edit and move their appointments and personal tasks.
- Accept Own Appointments - Employees can accept their own appointment requests.
- Accept Other Employee Appointments - Employees can accept appointment requests for others.
- Accept Appointment Requests and Waitlists - Employees can accept their own appointment requests and use the waitlist feature for services, classes, and workshops.
- Accept Other Employee Appointment Requests and Waitlists - Employees can accept other employee appointment requests and waitlists for services, classes, and workshops.
- Ability to Undo Checkout of Appointments - Employees can undo an appointment that has been checked out. Employees cannot undo services that are paid by credit card and being processed through Vagaro. Products sales also cannot be undone.
- Customer Checkout - Employees can check out customers.
- Customer Checkout – Use the checkout screen and modify customer checkouts. When set to Modify:
- Modify Price and Discount – Employees can add or change a discount or change the price at checkout. (See Limit Employee Ability to Change Prices and Discounts for full detail on this feature.)
- Credit Card Processing - Employees can select different Vagaro Merchant Services accounts. They can also toggle retail account settings as well.
- Manage Refund - Employees can see, manage, and give refunds.
- Invoice Management - Employees can create, edit, and delete invoices.
- Customer Management - Employees can view/add/edit/delete customer profiles. Employees will be able to see everything except for the contact information.
Note: If both the View and Modify buttons next to Customer Management are not selected, employees with this Access Level will only be able to see the first and last name of a client. - Customer Notes, SOAP Notes, Forms & Files - Employees can view/edit/add/delete customer notes (Allergy, Formulas, General, and Pop-Up Notes). Employees also can view, edit, or delete SOAP Notes as well as Forms and Files.
- Forms Management - Employees can add, edit, and delete forms.
- Venue Gallery/Portfolio Management - Employees can add/edit/delete content and images in their Portfolio Gallery.
- Website Builder - Employees can customize the Vagaro Booking Page (the cost to customize a site is an extra $10 per month).
- Manage Widget - Employees can customize the booking widget that can be added to a website.
- Email and Text Marketing Management – View and modify email and text marketing settings and configurations. When set to Modify, additional options:
- Modify Email and Text Marketing Plans – Change plan sizes.
- Create and Modify Marketing Campaigns – Create, edit, and delete marketing campaigns.
- Employees Can Only Send Campaigns to Own Customers – A campaign can only be sent to customers of the employee creating the campaign.
- Ability to Run Own Reports - Employees can run their own reports.
- Ability to Run Other's Reports - Employees can run other employees' reports. Employees also will have access to the Transaction List, be able to select a Service Provider, and be able to issue Refunds.
- Time Card Screen - Employees can access the time card report and make alterations such as clocking in and out.
- Ability to Edit Own Time Card - Ability to edit his/her own time card.
- Gift Certificate - Employees can create and/or edit gift certificates in the gift certificate management screen. Gift Certificates created from the management screen do not require payment.
- Packages - Employees can access the reports for packages and edit packages that have already been purchased.
- Cancellation & No Shows Report - Employees can see deleted, canceled, denied, and no-show appointments.
- Control His/Her Own Push Notification History - Employees can export and delete records in their own push notification history on their Vagaro Pro app.
- Control Other People’s Push Notification History - Employees can export and delete records in other employees’ push notification histories on their Vagaro Pro app.
- Pending Shipment Report - Employees can access the pending shipment report.
- Ability to Run Own Payroll - Employees can view and run their own payroll.
- Ability to Run Other's Payroll - Employees can view and run other employee payrolls.
- Dashboard - Employees can view the dashboard and change the widgets that appear on the dashboard.
- Failed Payment Report - Employees can view the failed payment report.
- Customer Review Report - Employees can view the report listing customer reviews. With Modify on, they can also respond to reviews.
- General Setting - Employees can edit the sections for Business and Booking.
- Manage Other Employee Profiles - Employees can edit the employee profiles of others. This includes their name, email, password, contact information, hours, and services.
- Manage Own Profile - Employees can edit their own profiles. This includes their name, email, password, contact information, hours, and services. Employees can also modify access levels.
- Access Level Management - Employees can add, edit, and delete Access Levels.
- Service, Resource, Class Management can be Created and Edited - Employees can add, edit, and create services, resources, and classes.
- Inventory - Employees can view the inventory list and make changes.
- Message Plans (For the UK and Australian Businesses) - Allows for the enabling and disabling of the paid message plans.
- Manage Online Shopping Cart - Employees can enable and disable the online shopping cart. The Online Shopping Cart is an additional $10 per month and requires a merchant account.
- Vagaro Drive - Employees can view and change the file storage plan.
- Memberships - Employees can view and make changes to memberships.
- Packages - Employees can add, edit, and delete packages.
- Discounts – Employees can view, create, edit, and delete discounts.
- Log In from Any IP address - Employees can log in from any network (home, work, or mobile).
- Feature Subscriptions - View and modify feature subscriptions.
- QuickBooks - View and modify QuickBooks.
- Xero - View and modify Xero.
- Check In App - View and modify Check In App.
- Branded App - View and modify Branded App.
- Feature Business - View and modify Feature Business.
- Manage Rent & Fees - Manage rent & fee settings, collect payments, view Rent & Fees report.
Comments
8 comments
We are running the main computer in our salon under my account,how can i make it so no one can get into my account and change settings?like other employees?
as a salon owner, i don't understand why employees have the option of having their phone number listed and the email address you guys need to consider that we pay for the profiles and they are employees or hairdressers who are not booth renters so they do not own the clients with so many hairdressers working at home they have the ability to get clients from the salon or simply we just want to manage our appointments book as a business, not the clients calling to their private phone number if they rent ok but if they ar salon employess they should not have a phone on the profile only the salon number this is why vagaro charge the salon not the hairdresser
Hello Daciel,
Employees sometimes need to contact each other off the clock, which is why we give the option to have their phone numbers on their profiles. Clients do not get the employee phone numbers by looking at their profile online, unless you turn this function on. You have the option to show this information or not online. Having the email requirement per employee profile is our way of making sure there is a unique login to each user, which is a must for us to have a secure network. This doesn't mean you can't make up a fake email, but it gives us some way of keeping track of clients, businesses, and employees if we need to.
We don't charge the business for the personal information that we are storing for employee profiles. We are charging for the calendar usage, which more importantly, is tied to the free automated text and email reminder system. While this system is free to you and your employees, this is not free to us. The $10 per month you are seeing for adding a new service provider is covering the cost of their notifications.
ok employees know each other because they work together may be up to 12 hours a day so they can ask each other's phone number my concern is not the employees contacting each other like i said the employe should not have the option of going in the profile and adding their phone or email unless they are both renters but hairdressers working for a salon on comission, not that means clients contacting then out of the book and making business on the side, unfortunately, that is the real world today they take clients home and charge less and we as a salon owners pay taxes rent and everything else a bussiness needs to survive
but i will log in as a client and see what they can see on the profile because the hairdresser have the option to go and put the phone number back even is i take that option as admin thanks you guys can consider that for salon owners protection
I've removed all "view" options under Customer Management, however when logged in as an employee Customer Name, Phone Number and past Appointments are visible. This allows an employee to gather customer data prior to leaving the business. We've had past employees calling our customers to recruit them to their new business.
It is important to be able to create a role that doesn't have line of sight to our complete list of customers and contact info. The User interface appears to provide this level of control, but when tested it doesn't seem to work?
Hi EK Day Spa... I copied your access level settings into my test account and assigned them to one of my test employees. While the employee with this access level can see all customer names, there are no phone numbers in their view, and the profile shows "no access" for all customer contact info. I don't know what else might be affecting the view of customers your employees have, but setting the "Customer Management" access level to not have View enabled works in my test account.
Please contact Vagaro support for help with this issue.
Does having Access to notes/SOAP mean that the employee has access to phone numbers? My current settings have ALL access off, so they can't see the notes, and yes the phone numbers are now hidden. Also, not sure how long a change in Role Access takes to be effective, maybe I just needed to wait awhile? The challenge is that a Service Provider has to be able to review the intake form. Hopefully, they can review the form and add SOAP notes without having access to the entire Customer Database w/ phone numbers?
Again... I copied your access level settings when I tried this out.
I just changed again to give my test employee Modify access for SOAP notes and it did NOT result in them being able to see customer contact information... it just enabled the Edit option when reviewing an existing SOAP note.
All of this happened quickly when I was testing, but I don't know what it's like elsewhere. It MAY take longer. Sometimes the employee has to log off and back on to have an access level change take effect.
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