Overview: What are we talking about?
Users are you and your staff members that have User accounts in Gingr. User Permissions allow you 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 Permissions can be turned on and off per User Groups.
This article includes:
- Understanding User Permissions
- Manage Permissions for an Existing User Group
- Create a New User Group
- Add or Remove Users from User Groups
- Delete a User Group
- Field Guide
Helpful Hints: Before you begin.
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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.
- We recommend that you do NOT remove the Gingr Support user from the Admin group so that Gingr Support team can better 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: Understand and manage User 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.
Change Permissions in a User Group
If you find that an employee has permissions that you want to modify, you must change the permissions for the group that they are in. This change will affect all users in this group.
- Navigate to Left-hand Navigation: Reports & More » Groups.
- 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.
Create a New User Group
You may find that you need to create more groups than what are originally set up in your app. Good news, it's pretty easy!
- Navigate to Left-hand Navigation: Reports & More » Groups.
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Click the Create a New Group button.
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Name your group. This should be a one or two word phrase to identify the group.
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Click OK
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Your new group will appear on the right hand side of the permission table. You can now modify the settings as desired.
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. You can also add and remove users from groups by editing the user at Left-hand Navigation: Reports & More » Users » Action button for user » Edit.
- Navigate to Left-hand Navigation: Reports & More » Groups.
- On the Groups page, click the people icon under the Group's name
- 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.
Delete 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.
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 smartphone. Users must install Gingr Notifications App from App Store. | |
| 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 users 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 Recieved | 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, Transactions by User, All sections of the End of day Reports. | |
| 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 (Users in the Admin group are always notified when reservations are deleted). | |
| 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. 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 two way SMS integration. |
| Notification: New Fax / Email File | If enabled, the users in this group will be notified when a fax or 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 arbitrary discounts). | |
| Can Process Refunds/ Returns | If enabled, the users in this group can process refunds/ returns for merchandise, packages, etc. | |
| Can Create Misc. Credits / Debits | If enabled, the users in this group can credit and debit owner accounts. | |
| 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 highly 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. | |
| 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 effective 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. | |
| 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. | |
| 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 client/animal records. | |
| Can backup database | If enabled, the users in this group will be able to perform a database backup. | |
| Can manage wait list | If enabled, the users in this group can view and manage reservations and appointments on 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 permission is only effective if your app uses PrintNode. |
| 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 to complete booking the reservation. | |
| 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. | |
| 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 checkin 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. |
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