Employees: Setting Up Advanced Employee Permissions

Employees: Setting Up Advanced Employee Permissions

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Advanced Employee Permissions are used when
you need to limit the capabilities of an employee at your golf course. These permissions work by creating “User Roles”. Once created, these user roles can be assigned
to specific employees. We recommend that you set up user roles for
each employee type at your facility. For example, you will want to create a user
role for “Pro Shop Clerk” or “Assistant Pro” or “Server” in your restaurant, etc. Note that your current permissions will not
be affected until you change them by clicking Save Changes. Now let’s walk through the steps to getting
Advanced Permissions set up: First, go to the Employees Module. Then click the “Edit Permissions” button. Click the blue “Add New” button. You will need to enter the role name, for example I will be entering “Pro Shop Clerk”. Next, you will need to select one of the three
options for base roles. These are general roles that act as a template
for you to edit from there. For example, the Admin base role defaults
to accessing everything in foreUP software. The Manager base role does not allow the manager
to delete sales. And the base Employee role does not allow
them to: delete sales, access sales settings, give discounts larger than the max discount,
or edit other employees roles. Once you have added the name and base role,
go ahead and select “Save Changes”. You can go through and specify what permissions
this user role will have. Note that each permission has a question mark
tool tip next to it that will help you understand what that permission does. Many of the permissions are straightforward,
but let’s give a rundown of what they generally do. First, you will see the permissions that affect
editing and accessing the Customer database. The first permission is “Edit: Account Balance.” With this turned on, the employee will have
access to edit a customer’s Member Balance and Customer Credit accounts. On the “Manage:
Customer” permission, an employee can either create, delete,
or update a customer’s profile. For example, an employee that can’t create
a Customer will see a gray “Create Customer” button in the Customers page—which prevents
them from adding a new customer. If they can’t delete, then the delete options
aren’t available. And if they can’t edit, then there’s no
way to change a customer’s name or other information. Next, “Edit: Loyalty”. This gives an employee permission to edit
a customer’s loyalty amount. “Edit: Customer Online Credentials” gives
an employee permission to update a customer’s login credentials for their online account. “Edit: Price Class” gives an employee permission
to update the price class in a customer’s profile. Next is the Gift Cards section. These permissions apply to gift cards and
punch cards. They give employees the permission to create,
delete, and update gift cards and punch cards. Next is the Inventory section. The first three permissions allow the employee
to edit inventory cost, max discount, and quantity. “Manage Inventory Item” gives the employee
permission to create, delete, or update an inventory item. Next is the Point of Sale section. “Open Cash Drawer” gives the employee permission
to open the cash drawer without making a sale. “Edit Green/Fee Cart Fee Dropdown” gives the
employee permission to change the green fee and cart fee selection from the sales screen. “Edit Item Discount” and “Edit Item Price”
gives the employee permission to give a discount to an item and change the price of an item
from the sales cart. “Request Manager Override” gives the employee
permission to request a manager override. “Edit Quickbuttons” gives an employee permission
to delete, add, and edit the quickbuttons on the sales screen. “Manage: Sale” gives an employee permission
to delete a Sale, delete without inputting a reason why. Return a sale, or change Sales settings. “View Statistics” gives an employee permission
to view the statistics that are on the header of the sales module. “Edit: Taxable Sale” gives an employee permission
to check and uncheck the taxable sale checkbox. Next is the Reports section. These permissions are very straightforward. Each permission gives the employee access
to the associated report. For example, you could give employees access
to the employee z-out report. This report is a Z-Out report filtered to
show only that employee’s transactions. Next is the Statistics section. This only has one permission, which gives
the employee permission to view the revenue on the header of the page. The last section is Tee Times. First, “create tee time without a customer”
gives an employee permission to save a tee time without adding a customer. As you can see, “manage: block, event, league, shotgun, tee time, and tournament” all do the same thing. They give the employee permission to create,
delete, move, and update the reservation. “Manage: tee time check in: create” gives
the employee permission to check in a tee time. Delete gives the employee permissions to delete
a tee time that has already been checked in. “View: Statistics” gives the employee permission
to view the statistics at the header of the tee sheet. Now that you’ve selected the permissions for
this user role, let’s scroll to the top of the page and select “Update Role.” This will save the role and allow you to apply
it to an employee. To apply it to an employee, go to
the Employees page and select an employee. Then select the “roles” tab. You will see the Employee Role option, with
a dropdown menu. Go ahead and click on the dropdown menu to
view your user role options. Here we see the “Pro Shop Clerk” role that
we just created, let’s go ahead and select that. Note that you need to make
sure that the employee has been given access to the correct modules here below in these
basic permissions. Once all of that is set, once you click save changes, you’re good to go! I recommend that you play around with these
advanced permissions so that you can see everything they can do for you. Once you have them all set up, you can rest assured knowing that your employees have the access that they need.

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