Security Roles play an important part in keeping your staff from having access to certain account settings and information that you want to restrict. With TimeTap, you have the option to use our Default Security Roles, or you can clone a role and customize it to fit your needs.
This guide provides information on -
Default Security Roles
Account Owner - There is only 1 Account Owner per account and this is the staff member or business owner who originally created the TimeTap account. The Account Owner has access to every part of the account, including billing information, plan changes and security roles.
Administrator - Administrators have the same level of access as the Account Owner except the Billing Information, Change Plan or Cancel Account screens, or security roles.
Location Super User - A Location Super User does not have access to the Settings or Payments menu but can see all the appointments and all the clients that have been scheduled at the location(s) they are assigned to.
User - User is the most basic security setting on TimeTap. Users are able to set up their own availability and see their own appointments and clients, but cannot see any of the appointments that have been made with other staff nor any of the clients that have booked appointments with other staff.
Checkin Only - A Checkin Only user can only access the Check In Screen.
Reports Only - A Reports Only user can only access the Dashboard to run reports from it.
Cloning a Default Security Role
Business Level Feature
The Security Roles tab of the Staff page is only visible to Account Owners by default. Account Owners can grant other security roles access to the Security Roles page in the process of creating a custom security role.
Cloning a Default Security Role is the first step to creating a custom security role. You start by cloning the default role closest to the access level you want, then use the checkboxes to add or remove permissions to View, Add, Edit, Export, or Delete.
To clone a Default Security Role, start by navigating to Settings > Staff > Security Roles -
On the Security Roles tab, you'll see the following -
Active Security Roles List
A small blue and white + button beside each security role that displays a list of its permissions
Clone button
When you click on the Clone button, a list of checkboxes for permissions will appear. You will also get an opportunity to name the custom security role you're creating -
To edit the permissions your new custom role has, simply check the boxes for the permissions you want it to have, and uncheck the boxes for permissions you do not want it to have. See the Permissions Matrix below for a breakdown of what each permission does.
More Security Permissions
Business Level Feature
Below the permission checkboxes, you'll find the More Security Permissions section. Here you will find some additional permissions you can add to further customize your new security role -
Descriptions of these security permissions follow -
Location Access - With this permission, you can grant your staff member access to only the locations selected on their staff profile, or to all locations on your account.
Staff Access - With this permission, you can grant your staff member access to only the profiles of other staff at their assigned locations, or to all staff on your account. If you grant a staff member access to all locations in the dropdown menu above, they will have access to all staff profiles at all locations on your account.
Setup Guide Access - With this permission, you can grant your staff member access to the Setup Guide that becomes available when you first create a new account.
Change Services on Staff Profile - With this permission, you can grant your staff member the ability to edit which services & classes each staff member offers on their staff profile.
Change Security Role for Accessible Staff - With this permission, you can grant your staff member the ability to change the security role of each staff member they have access to.
Location Super Group Access - With this permission, you can grant your staff member access to only the location super groups selected on their staff profile, or to all location super groups on your account.
Pending Staff Confirmation Approval - With this permission, you can grant your staff the ability to approve any pending appointments that are awaiting staff approval.
Integrations - With this permission, you can grant your staff access to the Integrations page under the Settings menu.
Availability Guest Login Access - With this permission, you can grant your staff the ability to create a landing page where staff can enter their working hours.
Assigning Child Accounts Access - With this permission, you can grant your staff the ability to assign access to the child accounts on your account.
Child Account Access - With this permission, you can grant your staff access to only the child accounts specified on their profile or to all child accounts on your account.
Appointment Status Change - With this permission, you can grant your staff the ability to change appointments' statuses.
Close class sessions before start time - With this permission, you can grant your staff the ability to close class sessions before their start times.
Mark Appointments as Completed/No Show before Start Time - With this permission, you can grant your staff the ability to change appointments' statuses to Completed or No Show before their start times.
Client Access - With this permission, you can grant your staff access to clients based on the their staff and location access or to all clients on your account.
Disable Changing Username - With this permission, you can make your staff unable to alter their username.
Service & Class Access - With this permission, you can grant your staff the access to only the services & classes defined on their staff profile or to all services & classes on your account.
Disable Edit on Staff Profile - With this permission, you can make your staff unable to make edits to their staff profile.
Close Office - With this permission, you can grant your staff the ability to close the office, or to create location-based time offs.
Permissions Matrix
View |
Add |
Edit |
Export |
Delete |
|
|---|---|---|---|---|---|
Appointments |
Staff member can View appointments, but cannot make changes to them. *Required to grant other appointment permissions. **Appointment permissions apply to the staff member's location unless they are an Account Owner or Administrator, or have been granted access to all locations via the Location Access dropdown. |
Staff member has all View permissions and can Add new appointments, but cannot Edit them once saved. |
Staff member has all View permissions and can Edit details of appointments, including Location, Staff, Date & Time and Client fields. Can also mark appointments as Checked In, Completed, No Show or Cancelled, and can re-Open and Reschedule appointments. |
N/A |
Staff member has all View permissions and can Delete appointments once they are marked as Cancelled. |
Clients |
Staff member can View the client list and individual client profiles. If they have the View Appointments permission, they can view a client's appointments. The staff member cannot make any changes on these pages. *Required to grant other Client permissions. |
Staff member has all View permissions and can Add new clients to your client list. Staff member can also Upload Client List. |
Staff member has all View permissions and can Edit these sections of client profiles - Client Details Shown on Scheduler, Client Details for Staff Use Only and Client Notes. Staff member can also Change Password on the client account. |
Staff member has all View permissions and can Export Client List. |
Staff member has all View permissions and can Delete client profiles. |
Payment Settings |
Staff member can View the Payment Settings and Manage Coupons pages, but cannot make changes to them. *Required to grant other Payment Settings permissions. |
N/A |
Staff member has all View permissions and can Edit Payment Settings including General Payment Settings and Payment Portal Options. They can also Add, Delete, and Edit Coupons. |
N/A |
N/A |
Invoices |
Staff member can View invoice lists including Open, Closed, and Void invoices, as well as the Invoice Detail page. *Required to grant other Invoices permissions. |
Staff member has all View permissions and can Add new invoices. *The Add New Invoice page offers an option to Add New Client in the Client field. This option will only be available to your staff member if the Add Clients permission has been granted. |
Staff member has all View permissions and can Edit all fields on the Invoice Detail page. |
Staff member has all View permissions and can Download or Email individual invoices. |
Staff member has all View permissions and can Delete invoices in bulk or individually. |
Manage Scheduler Settings |
Staff member can View all settings and pages associated with an embedded scheduler or Client Scheduler, including - Scheduler Rules & Logic, Locations, Staff, Services & Classes, Time, Client Information and Final Confirmation panel settings. *Required to grant other Scheduler permissions. |
N/A |
Staff member has all View permissions and can make Edits to all the panels listed under the View permission. Staff member can also embed the scheduler and a Book Now button, add Zip Code Filters (Business Plans only) and allow Cancellations and Rescheduling. In the Mini Website Design section, the staff member can edit the Navigation & Header, Greetings & Login, Text Info & Scheduler, Bottom Section & Footer and Color Scheme & Styling settings. |
N/A |
N/A |
Locations |
Staff member can View the active locations list as well as each location's profile. The location profile includes - Overview, Location Availability, Class Recurring Schedule, Class/Course Individual Sessions, Course Sets, Open Appointments, Other Appointments and Audit Trail. *The View Appointments permission is required to view the location's Open and Other Appointments. **The Class Schedule View permission is required to view Recurring and Individual Class Schedules ***Required to grant other Locations permissions. |
Staff member has all View permissions and can Add a new location, including setting all location details. |
Staff member can Edit settings on all pages listed under the View permission including - Overview, Availability, Recurring and Individual Class Schedules. *The Appointment Edit permission is required to view Open and Other Appointments and the Appointment Export permission is required to export a list of those appointments. **The Class Schedule View permission is required to view Recurring and Individual Class Schedules. |
N/A |
Staff member has all View permissions and can Delete locations. |
Staff |
Staff member can View the active staff list and staff profile settings including the Staff Name and contact details, Service Availability, Recurring and Individual Class Schedules, Calendar Sync, Open Appointments, Other Appointments and Audit Trail. *The Appointment View permission is required to view other staff members' Open and Other Appointments and the Appointment Export permission is required to export lists from those screens. **The Class Schedule View permission is required to view Recurring and Individual Class Schedules. ***For security roles Location Super Users and Users you must select "Can access all staff at assigned locations" from the Staff Access dropdown menu. |
Staff member has all View permissions and can Add new staff members and set their Staff Name, Security role and password as well as contact information, Profile Picture and Staff Bio. |
Staff member has all View permissions and can Edit the staff profile settings listed under the View permission. |
N/A |
Staff member has all View permissions and can Delete staff members. |
Services/Classes |
Staff member can View the active services & classes list as well as the service or class profiles. The service or class profile pages include Service or Class Name, Duration, Price, Schedule and how far in advance appointments can be booked. *Required to grant other Services/Classes permissions. |
Staff member has all View permissions and can Add new services or classes and set the service or class details and for classes set the schedule, location and staff. |
Staff member has all View permissions and can Edit the service or class profile settings listed under the View permission. They can also assign Screening Questions and allow Waitlists (Business Plans only). *If the Appointment View and/or Export permissions have been granted, the staff member can also view the Open and Other Appointments and Export them. |
N/A |
Staff member has all View permissions and can Delete services and classes. |
Account Management |
N/A |
N/A |
Staff member has access to the Account Settings menu where they can change the Business Name along with the other settings.owed Backoffice Timezones, Business Timezone, Country and Locale as well as opt whether or not to Show Payments and Display Times in 24 Hour Format. The Business Name is used to identify your company in emails and on your Client Scheduler. In most cases, the Timezone and Country settings should not be altered, as doing so will interfere with your scheduling and email confirmations. |
N/A |
N/A |
Security Roles |
Staff member can View the Active Security Roles List including the current permission settings for each role as well as the Comparison Table which details the differences in permissions between the current security roles on your account. *Required to grant other Security Roles permissions. |
Staff member has all View permissions and can Add New Security Role or Clone an existing 1. If the Staff member Clones an existing role, they can then edit the permissions of that role and save it as a new role. |
Staff member has all View permissions and can Edit security role permissions for your current security roles. *Use caution when granting this permission, because a staff member will also be able to Edit their own security role. |
N/A |
Staff member has all View permissions and can Delete security roles from the Active Security Roles List. |
Groups |
Staff member can View the Location Groups on the Active Location Groups List as well as each location group's profile. They can also View the Reason Groups in the Active Reason Groups List. *Required to grant other Groups permissions. |
Staff member has all View permissions and can Add New Location Groups as well as Add New Reason Groups. |
Staff member has all View permissions and can Edit each group's profile. |
N/A |
Staff member has all View permissions and can Delete Location Groups from the Active Location Groups List. |
Filters |
Staff member can View the Zip Code Filter. *Required to grant other Filters permissions. |
Staff member has all View permissions and can apply Zip Code Filters. |
Staff member has all View permissions and can Edit Zip Code Filters. |
N/A |
Staff member has all View permissions and can Delete Zip Code Filters. |
Service Availability |
Staff member can View the Service Availability for all staff that they have permission to View. *By default, Users are set to only View their own availability and Location Super Users are set to View the availability of staff at their assigned location **Required to grant other Service Availability permissions. |
N/A |
Staff member has all View permissions and can Edit the Service Availability for the staff members they have permission to View. *Staff member can only add new Service Availability for other staff members unless the Staff Edit permission has been granted. If Staff Edit is enabled, the staff member can Edit other staff member's current Service Availability. |
N/A |
N/A |
Class Schedule |
Staff member can View Recurring and Individual Session Schedules of each class in the Active Services & Classes List. *Services/Classes View permission is required **Required to grant other Class Schedule permissions. |
N/A |
Staff member has all View permissions and can Edit Class Recurring and Individual Session Schedules. They can also add new Recurring or Individual Class Sessions. |
N/A |
N/A |
Reports |
Staff member can Generate and Download Reports from the Dashboard page. *Users, Location Super Users, and Reports Only Staff will only be able to access reports from their assigned location unless the location and staff access dropdowns are set to allow access to all locations and all staff. |
N/A |
N/A |
N/A |
N/A |
Screening Questions |
Staff member can View Screening Questions on the Active Screening Questions List, as well as view each Screening Question Profile. The profile includes the Title, the Question, an option to set the text of the 'Pass' and 'Fail' buttons and the Response if the client does not pass the requirements of the Screening Question. The Staff member can also view the Services & Classes to which the Screening Question is applied. *Services/Classes View permission required. **Required to grant other Screening Question permissions. |
Staff member has all View permissions and can Add new Screening Questions. |
Staff member has all View permissions and can Edit all fields on current screening question profiles. They can also Edit which Services & Classes the screening question is assigned to. |
N/A |
Staff member has all View permissions and can Delete Screening Questions. |
Email Templates |
N/A |
N/A |
Staff member can View and Edit Email Templates. They can also restore previously edited templates to the Default template. *Templates that have been edited will show a blue and white box beside the email title that says Custom. |
N/A |
N/A |
Report Builder |
Under the Build Reports tab under Dashboard > Reports, the staff member has access to View the list of created reports. |
Staff member has access to the Build Reports tab. The staff member can Add New Reports. |
Staff member can View and Edit existing reports. |
N/A |
Staff member has access to Delete reports that have been built. |
Resource |
Staff member can View list of Resources under Services & Classes. |
Staff member can Add New Resources and customize which locations and services will offer these resource. |
From the Active Resources List, the staff member can view all resources, edit the Overview section of the resource profiles, view a list of Open Appointments for that resource and Send Email to the client from the resource profile. |
N/A |
Staff member can Delete a resource from the Active Resources List. |
Custom Fields |
Staff member can View client custom info field settings found under Settings > Client Information Settings > Client Info Fields. |
Staff member can access the Add or Remove Fields feature to add new custom client fields. |
Staff member can access the Add or Remove Fields feature to Edit existing client fields. |
N/A |
Staff member can access the Add or Remove Fields feature to Delete existing client fields. |
Business Level Calendar View Default |
Under the Appointments Configurations tab, the staff has the ability to view the Calendar View Defaults. |
N/A |
Under the Appointments Configurations tab, the staff has the ability to View and Edit the Calendar View Defaults. |
N/A |
N/A |
Check In Screen |
Staff member has access to View the settings on the Check In Screen under the Dashboard. |
N/A |
Staff member has access to View and Edit the settings on the Check In Screen under the Dashboard. |
N/A |
N/A |
Individual Emails |
N/A |
N/A |
Staff member is able to send individual emails to staff and clients. |
N/A |
N/A |
Bulk Emails |
N/A |
N/A |
Staff member is able to send bulk emails to multiple clients at once. |
N/A |
N/A |
Gadgets |
Staff member can access the Gadgets feature under the Dashboard and can view existing Gadgets. |
Staff member can access the Gadgets feature to Add a new gadget. |
Staff member can access the Gadgets feature edit current Gadgets. |
N/A |
Staff member can access the Gadgets feature and Delete gadgets. |
Deleted View |
The staff member has access to view the list of deleted appointments. After an appointment has been marked as Cancelled and then Deleted, the appointment profile is moved to the Deleted tab under Appointment Lists. |
N/A |
The staff member can View the list of deleted appointments and restore the appointments in the list. |
N/A |
N/A |
Clock In Screen |
Staff can View the Clock In page. |
Staff can View and Add settings on the Clock In page. |
Staff can View, Add and Edit settings on the Clock In page. |
N/A |
Staff can Delete settings on the Clock In page. |
Products |
Under Payments > Manage Products, the staff member can View the list of Products, Supplier Lines and Suppliers on the account. |
|
|
N/A |
|
Inventory |
Under Payments > Manage Products, the staff member can View the list of products and their product details. |
N/A |
Under Payments > Manage Products, the staff member can View and Edit the list of products and their product details, update supplier details, clone and delete products. |
N/A |
N/A |
Forms |
The staff member can view the list of Forms on the account, can view a list of the sent form Submission Requests and can access the Forms tab on client profiles. |
The staff member can Add forms to the account. |
The staff member can Add forms to the account as well as edit, clone, or delete forms on the account. |
N/A |
The staff member can Delete forms from the account. |
Packages |
Under Payments > Manage Packages, the staff member can View all packages on the account. |
Under Payments > Manage Packages, the staff member can View and Clone existing packages as well as Add New Package. |
Under Payments > Manage Packages, the staff member can View all packages on the account, Edit the details, Clone or Delete the packages. The staff member can also Add aNew Package. |
N/A |
Under Payments > Manage Packages, the staff member can View all packages on the account and Delete those packages. |
Cash Register/Till |
The staff member can access the Cash Register/Till under Payments. The staff member can view the list of transactions within the Cash Drawer. |
The staff member can access the Cash Register/Till under Payments. The user can Add cash register transactions by Adding to Cash Drawer and Pulling from Cash Draw. |
The staff member can access the Cash Register/Till under Payments. The staff member can Add to Cash Drawer, Pull from Cash Draw and Delete cash drawer records. They can view and edit the list of transactions within the Cash Drawer. |
N/A |
The staff member can access the Cash Register/Till under Payments. They can view and delete from the list of transactions within the Cash Drawer. |
Mini Website Design |
Under Settings > Mini Website Design, the staff member can View all settings on the Mini Website Design page. |
N/A |
Under Settings > Mini Website Design, the staff member can View and Edit all settings on the Mini Website Design page. |
N/A |
N/A |
Final Confirmation |
The staff member can View all settings on the Final Confirmation page. |
N/A |
Staff member can View and Edit all settings on the Final Confirmation page. |
N/A |
N/A |
Edit Email on Send |
N/A |
N/A |
The staff member can Edit an email template as they add a new appointment or manage existing appointments. *Appointment Add and/or Edit permissions required. |
N/A |
N/A |
Security Role Comparison Table
To take a look at a table which compares the permission levels of different Security Roles, click on the View Comparison Table button under the Security Roles tab -
This will take you to a table that shows the permissions each security role has with a green circle with a white checkmark and the permissions each role does not have with a red circle with a white x -