As the business owner and administrator of your Vagaro account, you can set access levels for each employee. Think of access levels as permissions or roles that can be customized to allow your employees to view and change only certain features in Vagaro. Remember the owner of the account always has full access.
The Access Levels screen provides you with a set of default access levels: Admin, Service Provider Commission, Manager/Supervisor, Service Provider Self-Employed, Employee, and Owner.
To create and set up a new access level:
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Go to Access Levels:
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In the App: Go to → → .
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On the Web: Hover over Settings, then Employees, and then select Access Levels.
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Enter a name for the New Access Level and an Access Level Description,
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Optionally, if you already know which employees you will be assigning to this access level, select Add New Employee and select their names. (You can also assign employees after the access level has been created.)
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Select whether this access level will be Active and used when you select Save. You can toggle off this setting until you are ready for it to go into effect.
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Scroll through all the available settings and make selections for this access level. The choices for each level are:
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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.
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Modify means they can access and edit that setting in your account. When selected, the Modify option is green.
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A toggle switch is used to turn an option on (green) or off (white).
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Select Save.
Tip
Because this process may be time-consuming, select Save often so you don't lose any permissions you've already chosen.
Access levels can be changed if you want to add or remove a screen or permission, deactivate the access level, add employees to the access level, or remove employees from the access level.
To modify an access level:
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Go to Access Levels:
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In the App: Go to → → .
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On the Web: Hover over Settings, then Employees, and then select Access Levels.
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In the list of access levels, select the More menu
of the access level to modify, and then select Edit.
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Update the name for the New Access Level and Access Level Description,
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Optionally, add or remove any employees to this access level. If there are already employees assigned, their names are listed in blue; select a name to update the list. If there are no employee assigned, select Add New Employee and select their names. (You can also assign employees after you have finished modifying the access level.)
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If this access level will no longer be used, toggle off Active.
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Scroll through all the available settings and make selections for this access level. The choices for each level are:
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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.
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Modify means they can access and edit that setting in your account. When selected, the Modify option is green.
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A toggle switch is used to turn an option on (green) or off (white).
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Select Save.
Tip
Because this process may be time-consuming, select Save often so you don't lose any permissions you've already chosen.
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Update the employees assigned to this access level.
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Calendar Configuration Management: Can change how the calendar screen is displayed. They can also turn on/off tracking for customer retention. These will affect all employees.
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Control Own Calendar: Can view and edit your own calendars, as well as edit and move your own appointments and personal tasks.
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Control Other Employee Calendars: Can view and edit other employees' calendars, as well as change and move their appointments and personal tasks.
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Accept Own Appointments: Can accept your own appointment requests.
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Accept Other Employee Appointments: Can accept appointment requests for other employees.
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Accept Appointment Requests and Waitlists: Can accept their own appointment requests and use the waitlist feature for services, classes, and workshops.
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Accept Other Employee Appointment Requests and Waitlists: Can accept other employee appointment requests and waitlists for services, classes, and workshops.
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Ability to Undo Checkout of Appointments: Can undo an appointment that has been checked out. Employees cannot undo services paid by credit card and processed through Vagaro. Product sales also cannot be undone.
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Customer Checkout: Can use the checkout screen and modify customer checkouts. When set to Modify:
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Modify Price and Discount: Can add/change a discount or change the price at checkout (see Limit Employee Ability to Change Prices and Discounts).
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Credit Card Processing: Can select different Vagaro Merchant Services accounts, as well as toggle retail account settings.
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Manage Refund: Can view, manage, and refund customer transactions.
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Invoice Management: Can create, edit, and delete invoices.
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Customer Management: Can view, add, edit, and delete all information in customer profiles except for the customer's 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 a client's first and last name.
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Customer Notes, SOAP Notes, Forms & Files: Can view, edit, add, and delete customer notes, SOAP notes (Allergy, Formulas, General, and Pop-Up Notes, and files.
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Forms Management: Can add, edit, and delete forms.
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Venue Gallery/Portfolio Management: Can add, edit, and delete content and images in the Venue Gallery and Portfolio screens.
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Website Builder: Can turn on and manage the business's customized Vagaro site.
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Manage Widget: Can configure the booking widget that can be added to a website.
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Email and Text Marketing Management: Can view and modify email and text marketing settings and configurations. When set to Modify, the additional options are:
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Modify Email and Text Marketing Plans: Can change plan sizes.
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Create and Modify Marketing Campaigns: Can create, edit, and delete marketing campaigns.
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Employees Can Only Send Campaigns to Own Customers: Can send campaigns only to customers of the employee creating the campaign.
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Ability to Run Own Reports: Can run your own reports.
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Ability to Run Others' Reports: Can view the Transaction List screen, as well as select other service providers, and issue refunds in those reports.
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Multi-Location Reports: Whether to show the multi-location option in Advanced filters when setting up the report for businesses with multiple locations.
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Time Card Screen: Can access the time card report and make alterations such as clocking in and out.
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Ability to Edit Own Time Card: Can edit your own time card.
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Gift Cards: Can create and edit gift cards in the Design Gift Cards screen. Gift cards created in the Gift Cards Report screen do not require payment.
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Packages: Can access the reports for packages and edit packages that have already been purchased.
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Cancellation & No Shows Report: Can see deleted, canceled, denied, and no-show appointments.
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Control His/Her Own Push Notification History: Can export and delete records in their own push notification history on their Vagaro Pro app.
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Control Other People's Push Notification History: Can export and delete records in other employees' push notification histories on their Vagaro Pro app.
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Pending Shipment Report: Can access the pending shipment report.
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Ability to Run Own Payroll: Can view and run their own payroll report.
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Ability to Run Others' Payroll: Can view and run other employee payrolls.
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Dashboard: Can view the dashboard and change the widgets that appear on the dashboard.
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Failed Payment Report: Can view the failed payment report.
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Review Management Report : Can view the report listing customer reviews. With Modify on, they can also respond to reviews.
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Deposit Report: Whether credit card deposits are visible in other employees' accounts. (Employees with their own merchant account can always see their own deposits.)
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General Setting: Can edit the screens for Business and Booking settings.
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Manage Other Employee Profiles: Can edit other employees' profiles, including their name, email, password, contact information, hours, and services.
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Manage Own Profile: Can edit their own profiles, including their name, email, password, contact information, hours, and services.
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Access Level Management: Can add, edit, and delete Access Levels.
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Service, Resource, Class, and Add-Ons Management: Can add, edit, and create services, resources, classes, and their add-ons
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Inventory: Can view the inventory list and make changes.
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Message Plans (for UK and Australian Businesses): Enable and disable paid message plans.
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Manage Online Shopping Cart: Can enable and disable the online shopping cart. This feature requires a merchant account.
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Vagaro Drive: Can view and change the file storage plan.
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Memberships: Can view and make changes to memberships.
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Packages: Can add, edit, and delete packages.
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Discounts: Can view, create, edit, and delete discounts.
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Login from Any IP address: Can log in from any network (home, work, or mobile). The toggle to enable this feature in the Access Levels screen).
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Feature Subscriptions: Can view and modify feature subscriptions.
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QuickBooks: Can view and modify the QuickBooks integration.
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Xero: Can view and modify the Xero integration.
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Check In App: Can view and modify the Check-In App.
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Branded App: Can view and modify the Branded App.
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Feature Business: Can view and modify Get Featured settings.
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Manage Employee Rent Collection: Can enable and edit rent collection settings, collect and refund payments, and view the Rent Collection report.
Comments
1 comment
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?
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