Once a staff member has been given access to your account, you can control what areas of the account they have access to.This will ensure only the necessary people see sensitive information, keeping important information secure. In this article, you will learn more information about permission setting and where in your Timely account you can restrict access. For more information, see our help guide How to give staff access to your account.
Login access
These settings control how your staff accesses Timely. For example, when providing your staff with login access, you can choose if they login using email, pin or a both.
Locations
- These settings control access to the calendar, and reporting areas
- Which locations staff have access to when there are multiple business locations
- This includes calendars and reporting (if applicable)
- By default, a staff member has access to the location(s) where they are rostered
- You can grant a staff access to other locations under the account tab under the staff access page
Calendar
- This determines what your staff can see and interact with in the calendar
- Choose if a staff member can see their own personal calendar or have access to all calendars for staff
- Determine if they have view only access, or if they have full access, to add and edit appointments
- If you work with contractors, or don't want staff to see your prices, then you can choose to hide pricing
- This will include the calendar, in the customer's record and in any notification emails
- To further protect customer privacy, contact details can be hidden too
Dashboard
This determines which dashboard views the staff member can access and whether this includes just their information, or data for all staff. You can choose to give a staff member all access, some access or no access to the dashboard.
If you choose some access, you will be able to specify what areas the staff member has access to, and what levels of access they have. The dashboards you can set permissions for are:
- The business overview tab which shows sales and productivity performance
- The staff overview which outlines individual staff performance e.g. sales, bookings and retention
- The targets dashboard which shows staff member's individual targets
- The activity dashboard which shows upcoming and pending appointments, as well as recent history
Sales
This determines if the staff member can access the sales area, or view or raise invoices. This will include the ability to issue and redeem gift vouchers. You can choose to give or restrict the ability to process refunds, to delete payments and invoices, and to edit the price of products and services at the point of sale.
If prices are hidden from the staff member, then this section will automatically be hidden and staff won't be able to raise or view invoices. If you have cash management enabled, then you will see additional options here. You can also allow staff to record petty cash expenses and/or allow them to perform a cash up at the end of the day.
Customers
This determines if staff member has access to the customer section and details in Timely.
- If no access to customer information is given, then the staff member will see the client's name only. They will not have access to customer reports, messages and customer sections. Contact details and notes are also removed from calendar, appointments, appointment reports and day sheets.
- If access to customer contact details and notes only is given, then your client's contact details and notes will be visible on the calendar and appointments, appointment reports and day sheets.
- If access to all customer database is given, this will allow for more granular permissions. You can hide your client's contact details (phone, mobile and email) while allowing access to other related information such as documents, photos, rewards and block clients.
Messages
These options allow you to manage your staff member's access to the messages area and see outgoing messages, replies or both. If you have chosen to hide the client contact details from this staff member, then access to the messages section will automatically be removed. You can also allow your staff member to send SMS campaigns.
Reports
You can restrict a staff member's access to different reports, based on the reporting categories:
- Business performance reports
- Financial reports
- Customer reports
- Staff reports
Stock
The stock access settings control your staff's access to the different stock areas in Timely. You can choose to give your staff all access, some access or no access to stock functions in Timely. What staff can do with these permissions:
| View products | Allows the staff member to view products on the setup > products screen. This permission is required to enable all the other stock permissions. |
| Edit products | Allows the staff member to edit product details (e.g. product name, SKU, price etc). |
| Delete products | Allows the staff member to delete products from your Timely account. |
| Edit stock levels | Allows the staff member to edit stock levels of products without editing product details. |
| View suppliers | Allows the staff member to view your list of suppliers and their contact details. |
| Add/edit suppliers | Allows the staff member to add new suppliers and edit existing suppliers details/product mappings. |
| Delete suppliers | Allows the staff member to delete suppliers. |
| View stock orders | Allows the staff member to view stock orders. |
| Create/receive stock orders | Allows the staff member to create, receive and copy to new stock orders. |
| Edit stock orders | Allows the staff member to edit stock orders. |
| Cancel stock orders | Allows the staff member to cancel stock orders. |
| View stock reports | Allows the staff member to view the stock levels, stock movement and product sales reports. |
Other account areas
These settings control access to the setup, promote, and account areas:
| Setup tab | This includes anything under the main setup menu. For example: your business details, sales tools, notifications, and administration. You can choose to give a staff member access to only their roster to allow them to update their own availability. |
| Promote tab | This can be given independently, and is perfect for website developers and designers. |
| Account tab | This will allow them to view your billing information, payment history and account invoices. It will also allow them to purchase SMS credits. |