Staff Roles And Permissions
Staff members in your company can have one of four roles: Trainee, Staff/User, Manager, or Admin. The permissions of each of these roles can be customized in Settings > Staff > Permissions.
Certain permissions are fundamental to each user role and are inherently restricted from being toggled on or off. Please keep reading to learn about the different permission options for each role and some tips and best practices for setting the right permissions for your staff.
Terminology Note: If you use independent contractors and not employees, the terminology you see in this article may differ from what your account says. If your Staff Settings are configured to use independent contractors, you will see "users" and "invoices" instead of "staff" and "pay stubs". This article will use the employee terminology "staff" and "paystubs".
IN THIS ARTICLE
Check out a short video from our Onboarding Team on the Staff Permissions settings!
Understanding User Roles
Trainees & Staff
Trainees and Staff are provided with the most basic level of access, ensuring they can only utilize the essential functions required to carry out their assigned services and access their personal information. This restricted access helps maintain security and confidentiality within Time To Pet.
Within their limited access, Trainees and Staff can conveniently check their personal schedules and review client profiles they have interacted with previously or those they are marked as preferred for.
Trainees and Staff are not permitted to make any scheduling changes or event edits. Additionally, they cannot access client invoices, other staff profiles, or company settings.
Office Managers
Office Managers have access to all the features available to Trainees and Staff, but they also have the ability to see the entire client base and manage the company schedule. They also always have access to your company's Gallery and complete Task List.
The Office Manager role is highly flexible in terms of customization. Companies have the option to grant Office Managers additional permissions based on their specific needs and requirements. These additional permissions can include tasks such as managing staff members, handling client invoicing, generating financial reports, and much more.
Admins
Users in the Admin role have extensive access and capabilities within Time To Pet, as they are granted nearly all the permissions and functionalities that the account owner possesses. This ensures that the Admin has the authority to manage various aspects of the account.
Changing A User's Role
When Adding A New Staff Member, you'll be prompted to choose their role. If you need to change their role at a later time, you can do so by visiting the Staff List and clicking "Edit Settings" on the staff you want to change:
Scroll all the way to the bottom of the screen to edit their role:
Permission Settings - Staff
Manage Own Notifications
This permission setting can be enabled or disabled for Trainees, Staff, and Office Managers; however, it is enabled and locked for Admins.
When enabled, this permission gives users the ability to control the types of notifications they receive. They can manage these preferences in the Edit My Info screen (for Trainees and Staff) or the Edit Settings screen (for Office Managers and Admins) within their staff profile through the "Notifications" and "Client Subscriptions" tabs. Users can specify their notification preferences for Dashboard, email, and push notifications. Additionally, they can choose the clients (from those they have access to) for which they want to receive notifications when messages are added to the Client Conversation Feed or when there is a schedule update.
If this permission is turned off, users lose access to the "Notifications" and "Client Subscriptions" tabs. In this case, Admins and Office Managers with the "Manage Staff" permission enabled are the only ones who can configure the notification settings for the user.
Note: This setting does not give the user the ability to edit your company notification settings in Settings > Advanced > Notification Settings. The Notification and Client Subscription settings in their profile will always be subject to your company's Advanced Notification Settings.
Manage Staff
Users in the Trainee and Staff roles cannot be given permission to manage other staff members. This setting can be enabled or disabled for Office Managers and is enabled and locked for Admins.
When enabled, this setting gives the user access to the Staff section of the Dashboard, which includes the Staff List, the ability to Add New Staff, Staff Documents, Happiness Score, and the Pay Center. Users will be able to:
- View and edit staff profiles, including the ability to manage staff notifications, add and edit time and mileage entries, view and manage custom pay rates, view and upload staff documents, and make the staff member inactive.
- Create new staff members.
- View and manage Happiness Score responses (if enabled for your company).
- Manage tip disbursements and generate pay stubs.
- Send mass emails to staff in the Messages > Email Staff tab
When disabled, the user will not be able to access any of the above-mentioned screens, and they will only have access to their own personal profile.
Request Time Off/Availability Without Approval
Note: If your company uses Availability instead of Time Off, you will see "Availability" instead of "Time Off" in the Dashboard.
This permission setting can be enabled and disabled for each role.
When enabled, this permission allows the user to submit Time Off without requiring an admin or office manager to review and approve their request. In this case, the Time Off will be added to the schedule immediately upon submission.
When disabled, the user can submit Time Off requests, but their request will require the review and approval of an Admin or Office Manager with the "Approve Time Off Requests" permission enabled before it's added to the schedule.
Approve Time Off Requests
Users in the Trainee and Staff roles cannot be given permission to approve time off requests for other staff members. This setting can be enabled or disabled for Office Managers and is enabled and locked for Admins.
When enabled, the user will have access to the Approvals > Time Off screen and can approve or deny staff Time Off requests as well as add and delete Time Off from the calendar.
When disabled, the user cannot access this screen and cannot approve, deny, add, or delete staff Time Off.
Notes
- If your company uses Availability instead of Time Off, you will see "Availability" instead of "Time Off" in the Dashboard.
- If the Can View Company Time Off Calendar is disabled for Office Managers, the Approve Time Off Requests permission will automatically be disabled as well.
Generate Own Pay Stubs
When enabled, users will be allowed to generate their own pay stubs as outlined in this help article: Generating Own Pay Stub/Invoice As Staff/User.
When disabled, pay stubs can only be generated by Admins and Office Managers with the Manage Staff permission enabled.
Permission Settings - Clients
Manage Client Keys
The permission to manage client keys can be enabled and disabled for Trainees and Staff, and is enabled and locked for Office Managers and Admins.
When enabled, the user will be able to see all keys and their locations on client profiles to which they have access. They can assign keys to themselves and reassign keys to other users and/or locations.
When disabled, the user can only see keys currently assigned to them, and they can only reassign the keys in their possession.
Note: Regardless of permission settings, users in the Trainee and Staff roles can only view and manage keys in the Mobile App, and they cannot see or manage keys on the Web Dashboard.
If disabled, the user will not have access to the Keys tab of the client profile in the App, and they can only see their assigned keys from the Keys section of the Side Menu.
Edit Client Details/Pets
The permission to edit client and pet details can be enabled and disabled for Trainees and Staff, and is enabled and locked for Office Managers and Admins.
When enabled, users in the Trainee and Staff roles can update client and pet profile details so long as the field is marked "Staff Visible" in Settings > Company Settings > Client Fields. Users in the Office Manager and Admin roles can always see and edit all client and pet fields.
When disabled, users cannot edit any client or pet details and can only view those that are marked "Staff Visible".
Note: Regardless of permission setting or staff role, client and pet details can only be edited in the Web Dashboard and cannot be edited in the Time To Pet Mobile App.
See All Clients
Users in the Trainee and Staff roles cannot be given access to the entire Client List. They will only be given access to those to which they have been assigned in the past or future or are marked as a preferred staff member. Users in the Office Manager and Admin roles will always have access to all clients, regardless of whether they have been assigned or marked as preferred.
Add New Clients
Users in the Trainee and Staff roles cannot create new clients. Office Managers and Admins can always create new clients.
Post Messages Without Approval
The permission to post messages without approval can be enabled and disabled for all roles.
When enabled, messages and visit report cards the user sends to clients will be delivered to the client immediately.
When disabled, messages and visit report cards the user sends to clients will not be delivered to the client until reviewed and approved by an Admin or Office Manager with the Approve Messages permission enabled.
Private Message With Clients
Note: This permission will only be visible if you have Private Messaging enabled in Settings > Client Settings > Portal Settings.
Users in the Trainee and Staff roles can never private message with clients. This permission can be enabled or disabled for Office Managers and is enabled and locked for Admins.
When enabled, the user can access the Private Conversation Feed in the client's profile and Message Center. They can send private messages to the client and read private replies.
When disabled, the user cannot access the Private Conversation Feed and, therefore, cannot send or read private messages.
Approve Messages
Users in the Trainee and Staff roles can not be given permission to approve messages. This permission can be enabled or disabled for Office Managers and is enabled and locked for Admins.
When enabled, users can access the Approvals > Conversations screen and review, edit, approve, and reject messages sent to clients from other staff members.
When disabled, users cannot access the Approvals > Conversations tab.
Note: Keep in mind that only messages sent from users without permission to Post Messages Without Approval will be sent to the Approvals screen for review.
Approve New Clients
Users in the Trainee and Staff roles can not be given permission to approve new client accounts. This permission can be enabled or disabled for Office Managers and is enabled and locked for Admins.
When enabled, users can access the Approvals > Clients screen and review, approve, reject, or delete prospective client account requests.
When disabled, users cannot access the Approvals > Clients tab.
Note: This permission is only relevant if your settings are configured to allow clients to create an account, and new accounts require approval in Settings > Client Settings > Portal Settings.
View Client Schedule
The permission to view client schedules can be enabled and disabled for users in the Trainee and Staff roles. Permission is enabled and locked for users in the Office Manager and Admins roles.
When enabled, users will have access to the "Services" section of the "Services" tab in the client profile and can see all scheduled, cancelled, and completed events for the client, regardless of who the assigned staff member is.
When disabled, users cannot access the "Services" tab of the client profile and can only see the events they are personally assigned to on their My Schedule screen.
View Client History
Users in the Trainee and Staff roles can not be given permission to view client history. This permission can be enabled or disabled for Office Managers and is enabled and locked for Admins.
When enabled, users can access the "History" tab of the client profile, which includes a log of various changes made to the client profile, such as payments submitted, rate updates, service request approvals, deleted messages, and profile detail changes.
When disabled, users cannot access the History tab of the client profile.
Permission Settings - Services/Packages
Manage Services
Users in the Trainee and Staff roles can not be given permission to manage services. This permission can be enabled or disabled for Office Managers and is enabled and locked for Admins.
When enabled, users will have access to the Services List and Holidays tab. They can edit, create, and deactivate services, edit service rates, holiday fees, and all other service and holiday configurations.
When disabled, users cannot access your Services List and Holidays tab.
Manage Packages
Users in the Trainee and Staff roles can not be given permission to manage Packages. This permission can be enabled or disabled for Office Managers and is enabled and locked for Admins.
When enabled, users will have access to the Packages List and Package Renewal Report tab. They can edit, create, and deactivate Packages and close out Packages in the Renewal Report.
When disabled, users cannot access your Packages List and Package Renewal Report tab.
Note: Office Managers can still redeem services from Packages even if they do not have permission to manage Packages.
Permission Settings - Scheduling
Read Only Company Calendar
This permission can be enabled or disabled for users in the Trainee, Staff, and Office Manager roles. It is enabled and locked for Admins.
When enabled, users will be able to see a read-only version of the entire company schedule on the My Schedule screen:
When disabled, users can only view their personal schedules on the My Schedule screen.
Note: The read-only company calendar is only available on the Web Dashboard, and is not available in the Time To Pet Mobile App.
Can View Company Time Off Calendar
This permission can be enabled or disabled for users in the Trainee, Staff, and Office Manager roles. It is enabled and locked for Admins.
For Trainees And Staff
When enabled, users in the Trainee and Staff roles will have access to a read-only version of the Company Time Off Calendar and can see scheduled Time Off for all other users. They can never add or delete Time Off for other users.
When disabled, users can only see their personal Time Off.
For Office Managers
This permission is tied to the Approve Time Off Requests permission for Office Managers.
If enabled, Office Managers will at least have access to the read-only version of the Company Time Off Calendar, similar to Staff and Trainees. If they also have permission to Approve Time Off Requests, they can also manage Time Off for all other users.
If "Can View Company Time Off Calendar" is disabled, the Approve Time Off Requests permission will be automatically disabled as well.
Note: If your company uses Availability instead of Time Off, you will see "Availability" instead of "Time Off" in the Dashboard.
Manage Scheduling
Users in the Trainee and Staff roles cannot edit scheduled events or schedule new events for themselves or other users. Users in the Office Manager and Admin roles will always be able to edit scheduled events and schedule new events.
Manage Templates
Users in the Trainee and Staff roles cannot view, edit, or create Templates. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can view, edit, create, and delete Templates in Scheduler > Templates.
When disabled, users will not have access to the Templates tab of the Scheduler.
Manage Schedule Blocks
Users in the Trainee and Staff roles cannot view, edit, or create Schedule Blocks. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users have access to Settings > Client Settings > Schedule Blocks and can view, edit or create Schedule Blocks.
When disabled, users cannot access the Sch
Configure Scheduler Settings
Users in the Trainee and Staff roles cannot view or edit Scheduler Settings. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can access the Settings > Company Settings > Scheduler Settings screen and can edit any of these settings:
When disabled, users cannot access the Scheduler Settings screen.
Complete Events Without Message
This permission can be enabled or disabled for users in the Trainee, Staff, and Office Manager roles. It is enabled and locked for Admins.
When enabled, users can mark events as complete in the Time To Pet Mobile App and Web Dashboard Home Screen on mobile devices without writing a message.
When disabled, users won't be able to complete an event in the Time To Pet Mobile App and Web Dashboard Home Screen on mobile devices without also writing a message.
Note: Office Managers can still mark events complete from the Scheduler on the Web Dashboard without writing a message, even if this permission is disabled.
Permission Settings - Invoicing
Manage Invoicing
Users in the Trainee and Staff roles cannot Manage Invoicing. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users have access to the following screens:
- Invoicing > Invoice List
- Invoicing > Automation
- Invoicing > Bulk Invoicing
The user will be able to view and edit client invoices, including line items, due dates, discounts, taxes, tips, etc. They will also be able to review Automatic Charging logs, log manual payments, and use the Bulk Invoicing tool.
When disabled, users cannot access any of the above-listed screens.
Note: Disabling this Permission will automatically disable the Configure Invoice Settings permission as well. If the Configure Invoice Settings permission is enabled, the Manage Invoicing permission will also be enabled automatically.
Charge Client Payment Methods
Users in the Trainee and Staff roles cannot charge clients. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can charge clients' saved payment methods (credit cards and ACH bank accounts) from the Quick Actions menu on the client profile.
If the Manage Invoicing permission is also enabled, they can charge clients in bulk using the Bulk Invoicing tool.
When disabled, users cannot charge clients.
Configure Invoice Settings
Users in the Trainee and Staff roles cannot charge clients. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can access the Settings > Invoicing & Payments > Invoice Settings screen and edit any of the settings listed on this screen.
When disabled, users cannot access the Invoice Settings screen.
Note: If the Manage Invoicing permission is disabled, the Configure Invoice Settings permission will automatically be disabled as well. The Manage Invoicing Permission will also be enabled automatically if this permission is enabled.
Permission Settings - Reporting
Reporting - Schedules
Users in the Trainee and Staff roles cannot access schedule reporting. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can generate reports in Reporting > Schedule
When disabled, users cannot access the Reporting > Schedule screen.
Reporting - Revenue
Users in the Trainee and Staff roles cannot access revenue reporting. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can generate reports in the Reporting > Financial > Revenue tab.
When disabled, users cannot access the Reporting > Financial > Revenue tab.
Reporting - Payment & Sales
Users in the Trainee and Staff roles cannot access payment and sales reporting. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can generate reports in:
When disabled, users cannot access the above-listed screens.
Note: Only Admins can access the Payouts, Payments, and Disputes screens in Invoicing > Payments.
Reporting - Clients
Users in the Trainee and Staff roles cannot access client reporting. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can generate reports in the Reporting > Staff & Clients > Clients tab.
When disabled, users cannot access the Reporting > Staff & Clients > Clients tab.
Permission Settings - Messages
Bulk Email Clients
Users in the Trainee and Staff roles cannot send mass emails to clients. This permission can be enabled or disabled for Office Managers, and is enabled and locked for Admins.
When enabled, users can send mass emails to clients in the Messages > Email Clients tab.
When disabled, users cannot access the Messages > Email Clients tab.