Using Access Level settings, business owners can limit their employees' ability to change pricing and discounts for products, services, classes, memberships, packages, and gift certificates during checkout. An access level setting can also control employees' access to manage discount settings (create new discounts and edit existing ones.)
See Web version / Vagaro Pro app for details on managing Access Level settings.
In this article, we will cover:
There are two Access Levels you can use:
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Settings > Discounts
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Checkout > Customer Checkout
You can also set a switch when creating a discount to limit its use at checkout to only employees with selected Access Levels. Jump to Access Level Required to Offer Discount.
The Discounts access level is found under Settings. You can set it to View or Modify. Employees with Modify access can create, edit, and delete discounts, while those with View can only see the page itself and use the Edit function to view details of a particular discount.
Employees with no access level set for Discounts will see a warning page when they try to click → → :
Those with only View access will see a warning banner when they try to use the Duplicate or Delete functions from the More menu or if they try to change the Active switch.
View access employees can use the Edit function to see the details of a discount but cannot make changes to any settings, and they will see the same banner if they try to Save from the edit screen.
This is the second option in the Checkout access levels section. Here you can choose what employees with this access level can do with prices and discounts during checkout. With Modify set to on (green), the Modify Price and Discount settings are displayed for you to set.
You have several checkout areas to select from:
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Services
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Classes
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Products
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Gift Certificates
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Memberships
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Packages
And can control what employees can do for Price Reductions and Discounts for each area. Choices for each are:
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Cannot Modify
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Can Modify
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Can Modify With Limit
Set these individually as needed. Note that Can Modify With Limit is set only by percentage, though the system will calculate the effect of a change in a dollar amount based on the percentage entered here.
When an employee with this access level set to either Cannot Modify or Can Modify With Limit tries to change the sales price or discount during checkout, they will be required to get the approval of an employee who can modify the price or discount. Here's how that works:
We'll use an employee with the following settings on this access level:
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Go to Checkout and select a customer.
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Select a service, service provider, and start time to add to the cart.
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Change the service price to $60.00, or add a discount of 20% (remember they can only apply a 5% discount from the access settings), and the cart now reflects the change:
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For this example, we'll use a cash payment, so enter $60.00 in Cash and click Checkout.
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The Approval Required screen pops up.
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Click Next.
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An employee with Can Modify access can scan their employee QR code or click their icon and sign in.
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Once they enter their password and click Approve, the checkout is completed.
This workflow is the same whether the employee has a limit set (percentage) or has the Cannot Modify option set. The approving employee must have either Can Modify or Can Modify With Limit (set for a higher limit than the employee doing the checkout) to approve the transaction.
Note
Preset and Daily Deal discounts are not subject to these limitations. No approval is needed if an employee limited to offering a 5% discount uses a 15% Preset or Daily Deal discount.
However, a Preset discount that employees can only offer with selected Access Levels will kick off the approval process.
Employees whose Access Levels have the Cannot Modify or Can Modify with Limits set under Checkout cannot change the price of a service from the Calendar without approval. Here's the process for changing the price from the Calendar:
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Click an upcoming appointment on the Calendar, and then click Edit.
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Lower the price (or lower it more than the allowed percentage from the Can Modify with Limits setting).
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Click Save.
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Click Next on the Approval Required pop-up screen.
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Select an employee who can approve the price change or have them scan their employee QR code and sign in.
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Once they enter their password and click Approve, the price change will be saved.
When creating preset discounts, you can limit employees' ability to offer that discount at checkout by Access Level. Follow these steps.
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Navigate to → → .
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Set your discount with a name, description, and start date/time.
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Set the next switches the way you want for this discount.
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Set Access Level Required to Offer Discount (In-House Only) to On (green).
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Select which access levels will be allowed to offer the discount.
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Finish creating your discount and click Save.
To apply a limited discount at checkout for employees who do not have the access level needed:
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After adding an item to which the discount can apply, click the Apply a Discount drop-down list and select the discount.
You'll see the discount applied:
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Set up your payment method and click Checkout. The Approval Required screen displays.
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Click Next.
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Select the approving manager or employee or have them scan their employee QR code.
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The approving manager enters their password and clicks Approve to complete the checkout.
The transaction list report highlights changes made from checkout to prices and discounts. Discounts and price changes show in the report as hyperlinks that you can either click or hover over to get details about the change.
Note that in the section of a transaction list report above, the Disc in the 1st and 2nd rows and the Price in the 3rd row are blue (hyperlinks).
In the first row, the discount results from a preset discount, so when you hover over the link, you see the discount's name (and promo code).
The discount in the second row was a manual change by the employee during checkout. When you click the link, a pop-up shows what was changed and who approved the change:
In the third row, the price was manually changed at checkout, so the pop-up box shows the change and who approved it:
Lastly, notice in the fourth row that there is a discount applied for $1, and the price of the item was first reduced to $2.65… leaving a payment of $1.65. However, because these changes were within the limits of the employee who sold the product, there is no link to highlight the change.
The Transaction List report looks different on the Vagaro Pro app. Here's what the various discounts and price change entries look like.
Individual entries in the Transaction List report:
Tap the arrow to see the transaction detail. When a preset discount is applied, it will appear as link text. Tap the link to see which discount and promo code was used.
An arrow indicates a discount or price change that requires approval. Tap the arrow for details.
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Remember that if changes to a discount or price were within the limits of the employee who sold the product, there is no arrow to highlight the change.
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