Setting up employee Access, Permissions, and Notifications are important parts of getting your system up and running smoothly. Access and Permissions define what an employee can see and do within the system, ensuring that access aligns with their job responsibilities. Notifications keep employees informed about important events, tasks, and updates relevant to their role. Together, these settings help streamline workflows and reduce errors. For information about creating employees, please see Creating Employees.
Table of Contents
- Setting up Employee System Access
- Updating and Customizing Employee Permissions
- Customizing Employee Notifications
Setting up Employee System Access
Once an employee profile is created, you can assign permissions based on preset employee roles and send them an invitation to log into the system.
Navigate to Management / My Business / Employees.
1. Select the name of the employee.
2. Select Access Details.
3. Select the Employee Roles for this employee.
Note: Selected roles will give the employee every permission for that role, individual areas within that role can not be revoked.
a. You can manage these roles as needed by clicking this link or by going to Settings / My Business / Employee Roles & Permissions. For more information, please see Employee Roles and Permissions.
4. Add Sign In - Create a new sign in for this employee.
5. Username - add the employee's email address they would like to use as their username when logging in.
6. Send Invite.
Note: The employee will need to use the Setup & Sign In link that has been sent to their email to create a password and access the system.
Updating and Customizing Employee Permissions
Navigate to Management / My Business / Employees.
1. Select an employee.
2. Click the Access Details tab.
3. Select the Employee Role(s) for this employee. This will give the employee all access and permission(s) that have been granted to the role.
Note: It is important to remember that all access granted to an employee via the roles assigned to them cannot be removed in the access selector below, you may only add additional permissions. We recommend setting up your employee roles with the least amount of access needed for the role, and adding additional permissions for individual employees when needed.
a. You can manage these roles as needed by clicking this link or by going to Settings / My Business / Employee Roles & Permissions. For more information, please see Employee Roles and Permissions.
4. Determine the User Type for this employee using the dropdown menu.
5. Determine whether you would like to Allow additional Permissions beyond the Role Permissions.
6. Review all additional permission options listed by module and check the module(s) you would like to add.
a. Select which individual permissions you would like the employee to have within the modules they have access to.
Note: Permissions granted by the employee role(s) selected cannot be removed.
b. Or, toggle the Full Access switch to allow full access to the module.
Customizing Employee Notifications
The Notifications tab is where notifications for individual employees can be viewed and created. Once created, the notifications can be edited by selecting them from the list. Notifications for certain employees can help them observe and follow pertinent updates for their specific role.
Navigate to Management / My Business / Employees.
1. Select an employee.
2. Click on the Notifications tab.
3. Click the Green Plus button.
4. Select the Notification you would like to add.
5. Click Select.
6. Make any necessary changes to the Notification information.
a. The name of the employee will already be selected.
Note: The employee name can be edited or added to.
7. Select either Save and Return or Discard and Return.
Note: All notification options are the same as what can be found in Settings / Notifications / Notifications. The only difference is the field for Employees will automatically select the employee that is currently selected. For more information on notifications, please see Notifications Overview.