User Groups and Permissions

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

Users are you and your staff members that have user accounts in Gingr. User Permissions allow you to indicate what users can do and see in Gingr; to restrict certain functions and reports to particular groups of users, and to designate who receives which notifications.  User groups and their assigned permissions are fully customizable - you can have as many or as few groups as needed. You can change a group's permissions at any time. This article goes through how to create and manage groups and their permissions. 

This article includes:

 

Helpful Hints: Before you begin.

  • The Admin Group is the only group that is able to access the Admin section of the app. It is primarily intended for the owner or primary operator of the business. Please do NOT edit the name of the Admin group. This will disable the ability to access the Admin section and its settings. 

  • You must have the user permissions can edit user groups and can manage group permissions enabled to edit User Permissions or User Groups. 

  • If, for any reason, you wish to turn off the Can Edit User Groups AND Can Manage Group Permissions, you must first turn them on in another group and put yourself in that group before you turn these permissions off in the Admin Group. These two permissions must always be on in at least one group.

  • Please do NOT remove the Gingr Support user from the Admin group so that Gingr Support team can assist you. 

  • It is highly recommended that each of your staff members has their own user account. This is because Gingr allows you to assign different user permissions to each user. Also, logging in as oneself provides accountability (see the History page of your app).

 

Video Tutorial: A helpful tour.

 

How to: Manage User Groups

When first configuring your groups, you must decide which of your employees should have which access. For example, we commonly see user groups by the position they have at the company or by the type of work they do (e.g. Groomer, Manager, Receptionist, Kennel Staff, etc). Take a moment to list out the groups that you want to create and decide which employees belong to those groups.

 

Understanding User Groups

  • User Groups are groups of (or individual) Users who share permissions settings. Each User must be in one or more User Group.

  • Users in Multiple Groups: a user in multiple groups will have the combined permissions of each of the groups they are in. If a permission is set to 'yes/on' in one of their groups and 'no/off' in another group, 'yes/on' prevails. It is recommended that you only have users assigned to a single group with the highest level of permission that they should have to avoid errors. 

 

Editing an Existing Group Name

You can change the name and/or description of existing user groups. Simply highlight the name or description row and edit the text. Once you click away from the box the changes will save.

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Creating a New User Group 

You can as many user groups as you need in order to customize user access. 

  1. Navigate to Left-hand Navigation: Reports & More » Groups.

  2. Click the Create a New Group button in the upper right-hand corner.

    Screen_Shot_2022-09-04_at_11.49.11_AM.png
     

  3. Name your group. This should be a one or two-word phrase to identify the group. 

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  4. Click OK

  5. Your new group will appear on the right-hand side of the permission table. You can now modify the settings as desired.

 

Deleting a User Group 

Important! This action is irreversible. Do not delete a group unless you are sure you want to delete it. DO NOT delete the Admin group!

Navigate to Left-hand Navigation: Reports & More » Groups, then click the red 'x' under the group's name.

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Add or Remove Users from User Groups 

Each employee must be in a user group, but you can move them from one group to another if you need to give them more or less access. It is recommended that each user is in only one group. 

  1. Navigate to Left-hand Navigation: Reports & More » Groups

  2. On the Groups page, click the people icon under the Group's name

    Screen_Shot_2018-10-17_at_8.34.19_PM.png

     

  3.  A panel will appear. To remove a user from this group, click the 'x' next to their name. To add a user to the group, click into the blank space to the right of the existing users, then either simply select the user from the dropdown menu or start typing the person's name to filter the list, then select them from the list.

    Screen_Shot_2018-10-17_at_8.35.46_PM.png

     

You can also add and remove users from groups by editing the user account directly.

  1. Navigate to Left-hand Navigation: Reports & More » Users

  2. Click the action menu next to the user who you wish to edit and click Edit

    Screen_Shot_2022-09-04_at_11.53.10_AM.png


  3. Scroll to the Member of Groups section and check the new group they should be in as well as uncheck their existing group
  4. Click Save User at the bottom of the page

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How to: Manage Group Permissions

Change Permissions in a Group

If you find that a user group has permissions that you want to modify, you can change the permissions for the group. This change will affect all users in this group.

  1. Navigate to Left-hand Navigation: Reports & More » Groups.

    Screen_Shot_2018-10-17_at_8.30.12_PM.png

  2. This page allows you to manage user permissions by group. Changing a setting will update it live. See the Field Guide at the end of this article for in-depth descriptions of each permission.

    Screen_Shot_2022-09-02_at_5.41.15_PM.png

 

Understanding Notifications

In Gingr, you'll have access to a personalized notifications page to stay updated on actions performed by pet parents and staff users. The types of notifications that you will receive are customizable and can include actions like new reservation requests, canceled reservations, waitlist openings, and more. See the field guide above for a complete list of all notification options. 

For more information about notifications see our article on App Notifications

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For apps with multiple locations, notifications can be global, meaning they will show at all locations. If a notification is not global then it will only show at the relevant location. For example, if New Customer Registration has the global toggle off, then only the location where the owner set their home location will receive a notification. If it were set to be on, then all locations would receive the notification. 

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Field Guide

Setting Description Helpful Hint
Receive Email Notifications If enabled, the users in this group will receive each of their notifications via email (notifications within 30 minutes of each other are grouped into one email).  
Receive SMS Notifications If enabled, the users in this group will receive each of their notifications via text message.  
Receive Push Notifications  If enabled, the users in this group will receive push notifications on their smartphones. Users must install Gingr Notifications App from App Store.

You must also enable notifications for the Gingr Notifications App on your phone in order to receive them. 

Which notifications appear depends on the user's notification settings. 

Receive Weekly Stats Email (Home Location) If enabled, the users in this group will receive a stats email every Monday overviewing the previous week for their home location.  
Receive Weekly Stats Email (All Locations) If enabled, the users in this group will receive a stats email every Monday overviewing the previous week for all locations.  
Notification: New Customer Registration If enabled, the users in this group will be notified when a new customer completes the registration form online. Clicking the notification will take the user to a page where they can see the new customer's phone number, along with their vet info.  
Notification: Customer Updated Record If enabled, the users in this group will be notified when an customer has updated their record. Clicking on the notification will take the user to the record that was updated (for example the owner or animal profiles).  
Notification: Reservation Request Blocked for Expired Vaccines If enabled, the users in this group will be notified if a customer tries to make a reservation request online, but is denied, due to having expired or missing immunization records. Customers will only be denied if the associated System Preference (Require valid immunization records...) is set to 'yes/on.'
Notification: New Incident Report If enabled, the users in this group will be notified in Gingr when an Incident Report is created.   
Notification: New Reservation Request If enabled, the users in this group will be notified when a customer makes a reservation request.  
Notification: Cancelled Reservation If enabled, the users in this group will be notified when another user cancels a reservation.  
Notification: Undo Check In If enabled, the users in this group will be notified when another user performs an undo check-in on a reservation.  
Notification: New Appointment Scheduled for Me If enabled, the specialist users in this group will be notified when an appointment is made or edited for them.  
Notification: Bounced Email If enabled, the users in this group will be notified when emails to customers are bounced (not deliverable).  
Notification: Deposit Request Email Sent If enabled, the users in this group will be notified when a customer is sent an email asking them to pay their deposit.  
Notification: Reservation Added to Wait List If enabled, the users in this group will be notified when a customer is added to the wait list.  
Notification: Negative Survey Feedback If enabled, the users in this group will be notified when a customer leaves feedback on a survey that is below the threshold set.  
Notification: Opening for Wait List If enabled, the users in this group will be notified when a reservation is cancelled and there is a wait listed reservation for the same dates.  
Notification: Reservation Deleted If enabled, the users in this group will be notified when a reservation is deleted.  
Notification: Service Pending Scheduling If enabled, the users in this group will be notified when a service is added to a reservation without a scheduled date/time.  
Notification: Group Class Enrollment Request If enabled, the users in this group will be notified when a customer requests enrollment in a group class.  
Notification: New Lead Received If enabled, the users in this group will be notified when a lead form is submitted. Click here for more information on this feature.
Notification: Subscription Failed Payment If enabled, the users in this group will be notified when a payment on a subscription fails and when a subscription is cancelled. This permission only applies to apps that use integrated CC processing and package subscriptions.
Notification: New Online Retail Order Received If enabled, the users in this group will be notified when an online order is received.  Click here for more information on this feature.
Notification: Customer Arrival If enabled, the users in this group will be notified when a customer has arrived at the facility.  This notification is triggered when a pet parent replies to a text message from your facility with "HERE". To get the most out of this feature, try editing SMS templates like the Ready for Pickup SMS template to include information for your customers about “...reply with HERE when you're here and we will come to meet you outside.”
Can View Financial Reports If enabled, the users in this group will be able to view financial reports. These include Revenue by Date, Owner Debt, Top 100 Spenders, Tips, and Transactions by User.  
Can View End of Day Report If enabled, the users in this group will be able to view the End of Day Report.  
Can Delete Reservations If enabled, the users in this group will be allowed to delete reservations.  
Edit Check-In Stamp If enabled, the users in this group will be able to edit the check-in time/date of a currently checked-in reservation. This will allow users to adjust charges for a reservation. You cannot edit the check-in time for already completed or past reservations.
Edit Check-Out Stamp If enabled, the users in this group will be able to edit the check-out time/date of a currently checked-in reservation while in the shopping cart. This will allow users to adjust charges for a reservation. You cannot edit the check-out time for already completed or past reservations.
Can Login from this IP Address If one or more IP addresses are entered here, users in this group will only be able to login from those IP addresses (i.e. not from any other location). You can enter up to 15 IP addresses in a comma-separated list (no spaces). To find your IP address, simply type "what's my IP address" into a Google search. Google will tell you. It's possible your business has a "dynamic" IP address, which requires additional configuration. More information on restricting users by IP address can be found here. 
Notification: New Owner Uploaded File If enabled, the users in this group will be notified when a customer uploads a file on the customer side of the app.  
Notification: Incoming SMS If enabled, the users in this group will be notified when an incoming SMS has been received.  This permission only applies to apps that use the 2-way SMS integration. For more information see our article on 2-Way SMS.
Notification: New Email File If enabled, the users in this group will be notified when an email is received. Clicking on the notification will direct the user to the Owner Files Report where the attachment that was delivered can be managed.  
Can Enter Negative Open Line Item If enabled, the users in this group can enter negative amounts into Open Line Items in the cart (to create custom discounts).  
Can Process Item Refunds/ Returns   If enabled, the users in this group can process refunds/ returns for reservations, services, merchandise, packages, etc.  For more information about refund types see our article on Refunds & Returns.
Can Process Payment Refunds If enabled, users in this group can process payment-only refunds which refund a payment while still indicating that the owner owes for the services/items at a different time or with a different method For more information about refund types see our article on Refunds & Returns.
Can Process Voids If enabled, users in this group can process voids.  For more information about voids see our article on How to Void Items or Invoices.
Can Add Store Credit If enabled, users in this group can purchase store credit for customers.   
Can Delete Events/ Daily Notices If enabled, the users in this group can edit and delete events and notices on the Facility Calendar and Daily Notices.  
Can Edit User Groups If enabled, the users in this group can change which groups other users are assigned to  Important! AT LEAST ONE GROUP MUST HAVE THIS SET TO 'YES/ON'
Can Manage Group Permissions If enabled, the users in this group can alter the permissions within any user group, create new groups, and delete groups. Important! AT LEAST ONE GROUP MUST HAVE THIS SET TO 'YES/ON'
Override Hours of Operation If enabled, the users in this group can create reservations that start or end outside the set Hours of Operation, as long as the hours fall within the default start and end times configured in system-wide settings.  
Can Edit/ Delete Incident Reports If enabled, the users in this group can edit and delete incident reports that have already been created.  
Can Override Agreements If enabled, the users in this group can create reservations for customers who have not yet electronically signed the required agreements in the app. This also allows the employee to "sign" a user agreement for a customer who will not be logging in online. (i.e. users without valid email addresses). Important! We recommend leaving this set to "no/off" until you need to upload a scanned copy of a customer's agreement on paper. Then, once the agreement is uploaded, turn the permission setting back off. This helps to make sure employees are not making reservations for customers who have not signed your required agreement/s.
Can Upload/ Delete Agreements  If enabled, the users in this group can scan and upload a customer agreement into Gingr, and also delete existing agreements in the system.   
Can Set Up Own Specialist Schedule If enabled, the users in this group can set up and edit their own 'Specialist' schedule.  
Can Set Up Others' Specialist Schedule If enabled, the users in this group can set up and edit other users' 'Specialist' schedules.  
Can Edit Own Appointments If enabled, the specialist users in this group can change the durations and start times on their own appointments, from the Facility Calendar and My Calendar.  
Can Edit Others' Appointments If enabled, the users in this group can change the durations and start times on other users' appointments, from the Facility Calendar.  
Can Override Appointment Capacity If enabled, the users in this group can overbook appointment times/slots.  
Can Assign Package Credits If enabled, the users in this group can manually add package credits to a customer's account (without taking payment).  
Can Deduct / Refund Package Credits If enabled, the users in this group can manually deduct package credits from a customer's account, as well as process refunds for package credits.  
Can Email Customers If enabled, the users in this group can email customers from within the app (set to 'yes' by default). Marketing Campaigns, Report Cards and emails directly sent from the customer profile are directly effected by this setting. For more information on what sort of emails can be sent individually see our article on Sending Individual Emails and SMS.
Can SMS Customers If enabled, the users in this group can text customers from within the app. This includes 2-Way SMS, Marketing SMS, and Report Cards. For more information see our articles on 2-way SMS, Marketing SMS, and Sending Report Cards.
Can Change Home Location If enabled, the users in this group can change their (and other users') home location and log in to that location.  This setting is only relevant if there are multiple locations in your app url.
Can Edit Service Prices If enabled, the users in this group can edit the price of services from the calendar, on the dashboard, and in the cart.  
Can Edit Deposit Amounts If enabled, the users in this group can edit the deposit amount required for any individual reservation that requires a deposit. This also requires the toggle Allow Deposits on Any Reservation to be enabled. See our article on Using Deposits for more information.
Can Access API  If enabled, the users in this group can access the API.  
Can Apply Coupons  If enabled, the users in this group can apply pre-set coupons (discounts or surcharges that have been set up with Gingr's Coupon feature) in the cart. For more information on coupons see our article on Setting Up Coupons.
Can Create Coupons in the Cart If enabled, the users in this group can create single-use coupons (discounts and surcharges) on the fly in the cart.  
Can Manage POS items If enabled, the users in this group will be able to add/edit/update inventory for POS items.  
Can See Client Information If enabled, the users in this group will NOT be able to see an owner's records/ contact information, such as email address, physical address, city, state, home phone or cell phone number, etc.  
Can Edit Client / Animal Information If enabled, the users in this group will NOT be able to modify owner or animal records.  
Can Manage Wait List  If enabled, the users in this group can view and manage reservations and appointments on the Wait List. For more information see our article on Using the Wait List.
Can Override Capacity If enabled, the users in this group can override set capacities when making reservations or using Quick Check In.   
Can Open Cash Drawer If enabled, the users in this group can open the cash drawer at any time. This apply to apps using Printnode. See our Cash Drawer Overview for more information.
Can Open Cash Drawer Checkout If enabled, the users in this group can open the cash drawer only while performing a checkout transaction.  
Can Override Immunizations If enabled, the users in this group can override the expired immunization error message on the new reservation page, new appointment page, or check in alerts.  
Can Manage Immunizations If enabled, the users in this group can manage (update) pets' immunization records.  
Can Manage Owner Rates  If enabled, the users in this group can change individual owners' rates for reservation types.  
Can Export / Backup Data  If enabled, the users in this group can access the 'Owners/Animals to Spreadsheet' report, export the 'View Owners/Pets' pages, and utilize the 'Database Backup' function. They can back up a variety of reports and tables.   
Can Backup Database  If enabled, the users in this group will be able to perform a database backup.  
Can Login With Google If enabled, the users in this group can login with their Google account. The email address of the Google account must match the email address of a user in Gingr.  
Can View Timeclock Report If enabled, the users in this group can view the timeclock report for other users, but not modify entries. Users without this permission can still view their own user's timeclock report.  
Can Manage Timeclock Records If enabled, the users in this group will be able to modify entries on the timeclock report.  
Can Override Previous Reservation Requirement If enabled, the users in this group will be able to override the previous reservation requirement when creating reservations.  
Can Undo Check Ins If enabled, the users in this group will be able to undo a check in on a reservation.  
Can Manage Schedules If enabled, the users in this group can manage other users' schedules.  
Notification: Schedule Published If enabled, the users in this group will be notified when a schedule is published.  
Can Edit Existing Details Page Layouts If enabled, the users in this group will be able to edit Details page layouts.  Click here for more information on this feature.
Can Create Details Page Layouts If enabled, the users in this group will be able to create new Details page layouts.  Click here for more information on this feature.
Can Manage Reward Points If enabled, the users in this group will be able to add and remove Rewards Points from owner accounts. For more information see our article on the Loyalty Rewards Program.
Can Manage Staff Training Courses If enabled, the users in this group will be able to add, edit, and delete staff training courses.  
Can Delete Icons If enabled, the users in this group will be able to delete icons from animal and owner profiles.   
Can Log in As Customer If enabled, the users in this group will be able to log into the portal as a selected owner by clicking the owner's email on their details tab and selecting Log In as Customer. This is a great way to see what your customers see when the log into the portal.
Can Check Out Without Payment If enabled, the users in this group will be able to check out owners in the shopping cart without applying a payment.   
Can Check Out With Protected Payment Methods If enabled, the users in this group will be able to use protected payment methods in the cart.   
Can Modify Stripe Verification Data If enabled, the users in this group will be able to view/modify Stripe Verification Data from the Gingr Payments Dashboard.  

 

 

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