Roles allow you to manage exactly what each user can see and do within the system. By assigning the appropriate role, you ensure staff have the right level of access for their specific job. The permissions within those roles then dictate their ability to view information, edit details, or manage financial and system settings.
In This Article
- Creating a New Role
- Roles Overview
- Editing a Role
- Notifications
- Dashboard Status
- Permissions
- Copy
- Delete
To setup and manger Roles go to Settings > Account
Then navigate to Roles in the left side menu.
Creating a New Role
To add a new Role, select the button top right.
Name - Enter a descriptive name for the role so it’s easy to identify its purpose and who it’s intended for.
Limit Customer Paging - Using the dropdown, you can limit the number of customers per page the Role can view at any one time.
Find Customers Report Restricted to 10 per Page
When you create a new role, you’ll see a separate set of top‑level permissions. These are shown apart from the main list because enabling them grants or restricts access to entire features. The remaining permissions are more detailed and let you control things like whether a user can create or edit items. You can find more information in Editing Roles.
| Important: When a new Role is created, the fine‑grained permissions are set by default to restrict access to areas such as Settings and Reports. You’ll need to review and update these permissions as required for the new Role. |
Once Completed
Roles Overview
The overview table gives you a quick snapshot of your roles, showing the role names, how many users are assigned to them, and whether each role is set to receive system notifications, and how many.
You can quickly find any role by typing part of their name into the search field.
Quick edits can be made to any underlined information point, by clicking the text and then selecting the blue tick to confirm the update
Additional edits can be made by clicking the Edit button to the right of the entry.
Editing a Role
To edit a role, select the button to open the role settings form. From there, you can update the Name, Customer Paging Limit, and any top‑level permissions.
For additional edits select the arrow to the right of the edit button and select from the dropdown menu.
Notifications
Notifications are grouped into categories, which helps you easily identify and assign the appropriate in‑app messages to each role as required.
- Booking
- Booking Group
- Email & SMS Orders
- Other
- Portal
- Review
- Stripe
- Xero
For every notification, you have the flexibility to choose how it should be delivered, using the method that best suits the role.
- SMS
- App
- App Sound.
Each notification comes with a brief description, making it easier to identify its purpose and when it should be used.
Once completed
Dashboard Status
This area lets you decide which elements are displayed on the main Dashboard, enabling you to customise the layout based on the role’s requirements. It provides fast access to useful information such as booking extras, invoicing status, and taxis booked.
The options available will depend on your system configurations.
| Settings | Main Dashboard |
To customise the dashboard, drag items into the Left or Right lists. Only items placed in these lists will be shown; anything left in the Available list will be hidden.
Once completed
Permissions
Permissions set the access level for each role. Simply select the checkbox beside the action you want to allow for that feature.
- Create
- Read
- Update
- Delete
If every checkbox is unticked, the feature will be hidden from users assigned to that role.
For example, leaving all options unchecked will prevent the Scheduler from being displayed.
Once completed
Copy
The copy feature allows you to duplicate an existing Role, keeping all the same permission settings. This is particularly useful if, for example,
- You have multiple locations and want a User to receive notifications only for the location they work at,
- You have Users who need identical permissions but should receive booking notifications specific to them.
Delete
A Role can only be deleted if no Users are assigned to it. Any User currently linked to that Role will need to be reassigned to a different Role before it can be deleted.
For More Information
On creating Users view - Users - Creating & Settings
On creating Staff view - Staff Settings
On notifications view - Notifications - Email, SMS or In App Notifications for Important Events In Pet Manager
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