Assign Employees to Access Levels – Vagaro Support

As the owner of the account, you have full access to all settings in Vagaro. However, if you don't want your employees to be able to open all screens or perform the same tasks in Vagaro, create role-based access levels, also known as permissions, based on their job. By doing so, you will restrict their actions to view, modify, or delete information in Vagaro.

All employees must be assigned to an access level when added to a business.

Tip

For additional things you can do to keep your business information safe, see Best Practices for Vagaro Security.

Prerequisites: This feature is available for all Vagaro businesses, and you must have at least one access level already set up.

Assign Permission to Employees

You can assign permissions to multiple employees without having to go into each Employee Profile.

On a Phone

To assign multiple employees to an access level:

Select More → Settings → Access Levels.
For the Access Level you want to add your employee to, select Add Employee or (#) Employee(s).
Under Add Employees to This Access Level, select Select Employees

Note

This step only applies if you selected (#) Employee(s).
Select the employee(s) you want to assign to this Access Level, then select Save.
Select Save again to confirm changes.

Web, Tablet, or Pay Desk

To assign multiple employees to an access level:

Select Settings → Access Levels.
Under the Access Level you want to add your employee to, select Add Employee or (#) Employee(s).
Expand the Select Employees list, then select the employee(s) you want to assign.
Select Save.

Change Employees' Access Level

An employee's Access Level can be moved to another one if you their role or responsibilities have changed.

Note

If an employee has permissions to sign forms, such as when service providers accept new patients, and their access level is changed to one that does not require their signature, a popup will notify you that any forms they already signed will be affected.

On a Phone

To change an employee's access level to another one:

Select More → Settings → Access Levels.
Under the Access Level you want to add your employee to, select (#) Employee(s).
Select the Employee you want to modify.
Select a different Access Level.
Select Save.

On a Computer, Tablet, Pay Desk, or PayPro

To change an employee's access level to another one:

Select Settings → Access Levels.
Under the Access Level you want to add your employee to, select (#) Employee(s).
Next to the Employee you want to modify, expand the Access Level list.
Select a different Access Level.
Select Save.

View or Change an Employee's Access Level From Their Profile

If you want to check what access level your employee is assigned to or want to change just that employee's permissions, you can view their Employee Profile and change it there.

On a Phone

To view or change an employee's access level from their profile:

Select More → Settings → Employee Profiles.
On the Employee Profile you want to modify, select Profile.
At the top of the screen, select the Password & Security tab.
Scroll down to the bottom of the page, select the Access Level list, and then make a new selection.
Select Save.

On a Computer, Tablet, Pay Desk, or PayPro

To view or change an employee's access level from their profile:

Select Settings → Employee Profiles.
For the Employee Profile you want to modify, select the Profile button.
Select the Password & Security tab.
Verify the employee's Access Level or select a different one.
Select Save.