User Roles and Users
Definitions
A User is a term used to represent an entity within the app. The term User, is used interchangeably with stylist, service provider, etc. A Role is a name given to a set of predefined permissions. Every User has a Role attached. The system supports one role attached to a user at any time. The permissions given to a role are defined in a hierarchical manner. Since its a single role it is not unduly complex, yet allows separation of concerns. A customer is also an implicit user but cannot login to the app.
Role Descriptions
Upon signup of a new business, the user with the role of owner of the business is automatically created. Additional users are created within the app. The app supports the following user roles:
| User Role | Description |
|---|---|
| Owner | Owner role provides full access to the app's operations. She can see all user's appointments and customers (some exceptions apply) |
| Stylist | This is a limited role that allows managing that user's calendar, profile details |
| Receptionist | Also known as front desk. This is a trusted role providing management access to all other users. A receptionist can also provide services. A receptionist cannot add or remove employees and has few restrictions on business wide settings. |
| Business Entity | A special role created to represent the business. Any availabilty set on this user means its the business hours. This user role cannot take any appointments. A business can have only one user with this role |
A receptionist role is a trusted role with access to multiple user's calendar and profile. Users in Owner role must supervise users assigned to this role closely.
Warning: If a user with Owner role wants to downgrade to a lower role, they must ensure there is another user with Owner role. Failing this, the only way to recover supervisory access to the business requires a custom support service. For businessess with HIPAA compliance agreements in place, this recovery may not be possible due to legal or technical reasons.
Adding User
Only users with owner role can add or remove users. From the main menu, select "Manage Users". At the bottom of the screen tap on the "Add New User" button. The following screen is shown.
| Fields | Description |
|---|---|
| Name | First and Last name of the user |
| Email address of the user being added | |
| Phone | Phone Number of the user. Preferably one that can receive text |
| Specializations | A list of service categories that the user is well trained in and accepts appointments. When a customer requests an appointment, their services requests is matched against this field of the user. If it matches then this user is selected for further availability check. By default, the matching the provider's specialization with service requested by a customer is disabled. But if the salon/business wants to enforce this matching, then please enable the setting in Settings -> Strictly Enforce Specialization Match |
| User Role | Which role does this user have. See above section for description |
| Employment Type | How this user will be related to the salon/business. Employed means this user is an employee of the salon and may receive wages. Please treat independent contractor as employed. Independent means this user is a booth renter and owns the customer data for appointments assigned to this user |
| Earns Commission | If this user earns a commission (commission setup and calculation is coming soon) |
| Service Premium | If this is a star employee who commands a higher price on service, you can set a premium on prices. The premium is set at appointment time. The premium can be flat rate or percentage of the value of the service items (coming soon) |
| Merchant ID for Multi MID | If the owner has enabled Multi MID, then this stylist's MID must be set here. This app makes it convenient to easily send each booking's earning to the stylist's Merchant Account without having to switch logins etc. Your Merchant Account Provider can give your MID. Please ask them for Merchant ID or MID |
| Terminal ID for Multi MID | Terminal ID is another piece of information needed. Please ask your Merchant Account Provider for Terminal ID or TID |
| Optional License Number | Any professional license number issued by a professional or government organization. If set, it may be used in some reports |
| License Expiry | Expiry date of the license. May be used in reports |
A user may be set a Employee or Independent. If a user is set as independent, the owner of the app will not have bulk access to that user's customer data. The owner and receptionist role may see some customer information when handling appointments, but will not see the customer data in reports.
Multi MID
Multi MID (Merchant ID) is a feature where individual stylists/users have their own merchant account. This setup allows the revenues earned to go directly to the stylists. In many other systems, the operator must manually select an account for which the trasaction is meant for and run the transaction. This is cumbersome and error prone.
How Sky Salon makes Multi MID Easy
Once an appointment is assigned to a stylist, a transaction will use the stylist's MID data and automatically select's the stylist's account when running the transaction. This is done using the Terminal Platform's features. So you don't have to switch accounts. Just ensure the correct stylist is assigned to a booking.
Multi MID must first be enabled by the owner in Settings -> Enable Multi-MID. Then owner must coordinate with their stylist to set their individual MID and Terminal ID (TID) in their profile Settings -> My Profile. The owner or receptionist may bulk edit MID and TID from user management. It is very important to note that after Multi-MID feature is enabled, all stylists must set their MID/TID details otherwise default payment will be directed to the primary MID.
Multi Merchant ID feature is currently available on the Poynt Smart Terminal version of the app.
After filling the required details, tap on submit button at the bottom.