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User Groups and Settings

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

Users are you and your staff members that have user accounts in Gingr. In Gingr, you can create groups of employees in order to fine-tune access in the app. User settings allow you to indicate what users can do and see in Gingr, restrict certain functions and reports to particular groups of users, designate who receives which notifications, and allow for access to admin settings.  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, so do not be afraid to experiment.

Carefully consider which users should be allowed to make changes to the settings in your app. Keep in mind that significant and sometimes irreversible changes can be made, so it is important that only trusted employees be provided access to certain functions. 

To get started, you will need to have the right groups configured and each user should be assigned to the proper group. Then, you will determine what app permissions they have, notifications they will get, and admin pages that each group can access the settings for. 

The Groups management page is broken out into 3 categories: App Permissions, Notifications, and Admin Delegations. Each of these categories have different labeled sections with corresponding permissions to grant the User group. This article goes through how to create and manage groups, as well as how to understand and change each of the settings for these groups. 

 

This article includes:

 

Helpful Hints: Before you begin

  • It is highly recommended that each of your staff members uses their own user account. Gingr allows you to assign different user permissions to each user and important functions might be restricted. Logging in as oneself also provides accountability and the ability to track the actions each person takes (see our article on the History Page for more information).

  • The Admin Group can access every admin page. 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.

  • It is possible for non-admin users to be delegated access to managing group permissions as well as enabling access to select admin pages. Please see our section on Admin Delegations below. 

  • Do not remove the Gingr Support user from the Admin group so that Gingr Support team can assist you. 

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 arranged based on the position they have at the company or by the type of work they do (e.g. Manager, Receptionist, General Staff, Groomer, 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 a User Group. We recommend each user only be in a single group to avoid permission issues. If you need more categories of users, additional groups can be added. You can edit a user's group assignment at any time (see Add or Remove Users from User Groups below). 

Should you find a user is in multiple groups, understand that users in multiple groups will have the combined settings of each of the groups they are in. If a setting is set to 'enabled/on' in one of their groups and 'disabled/off' in another group, 'enabled/on' prevails.

*Important* 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 User Accounts

Users can always edit their own accounts. The Group Permission "Can Manage User Accounts" allows users to edit other user accounts from the Users page. With this permission enabled, the user can access the following functions on all user accounts: Edit, Shortcuts, Calendar Sync, Quick Navigation, Terms of Service, and Send Password Reset Email. With this permission disabled, the action menu will be un-clickable for everyone other than themselves. 

 

Editing an Existing Group Name

You can change the name and/or description of existing user groups. Simply click into 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 blue + New Group button
     

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

  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

Create

 

Deleting a User Group 

Important! This action is irreversible. Do not delete a group unless you are sure you want to delete it. The Admin group cannot be deleted. 

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

Screenshot


Add or Remove Users from User Groups 

From the Groups Page:

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

     

  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.
     

Change

 

From the Users Page:

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

  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

changing_groups.gif

 

Changing Settings for a Group

You can customize the settings each user group has. This change will affect all users in this group, so if you need to create more groups to allow for more nuanced permissions, see Creating a New User Group above. You can individually select checkboxes to enable or disable a setting. You can also bulk enable or disable a group of permissions, notifications, or delegations. 

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

  2. This page allows you to manage user permissions by group. Changing a setting will update it instantly

Changing

How to: Manage App Permissions

There are several permissions you can grant to users for various settings throughout the app. This includes communication preferences, employee management, schedule management, access to reporting, invoicing control, shopping cart permissions, owner & pet management, payment protections, package credit control, reservation management, and system controls. 

These settings can be very impactful, so be sure you understand the access each of these settings provides to users before granting the permissions. 

 

Field Guide
Setting Description Helpful Hint
Communications
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.  
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.
Employee & Schedule Management
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. 
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'
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 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 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 Time Clock 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 Manage Schedules If enabled, the users in this group can manage other users' schedules.  
Can Manage Staff Training Courses If enabled, the users in this group will be able to add, edit, and delete staff training courses.  
Can Manage User Accounts If enabled, users can edit other user's accounts.  
Financial Reports
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 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.  
Invoices & Shopping Cart
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 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 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.  
Owners & Pets
Can Add Store Credit If enabled, users in this group can purchase store credit for customers.   
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 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 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 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 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.
Payments
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 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.   
Packages & Subscriptions
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.  
Reservations & Appointments
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.
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 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 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 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 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.  
System & Data
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 Access API  If enabled, the users in this group can access the API.  
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 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.

 

 

How to: Manage Notification Settings

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. 

 

Screenshot

 

 Field Guide

Permission Description Helpful Hint
Customer Portal
New Customer Registration  If enabled, the users in this group will be notified when a new customer completes the registration form online.   
Customer Updated Record If enabled, the users in this group will be notified when a customer has updated their record.  
New Online Retail Order Received If enabled, the users in this group will be notified when an online retail order is received.

Click here for more information on this feature.

Employees & Schedules
New Appointment Scheduled for Me If enabled, the specialist users in this group will be notified when an appointment is made for them.  
Schedule Published If enabled, the users in this group will be notified when a schedule is published  
Files & Records
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.

 

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.

 

General Communications
Bounced Email If enabled, the users in this group will be notified when emails to customers are bounced (not deliverable).  
Incoming SMS If enabled, the users in this group will be notified when an incoming SMS has been received.

This permission only applies if your application uses the Two Way SMS integration.

Owners & Pets
New Incident Report If enabled, the users in this group will be notified in Gingr when an Incident Report is created.  
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.  
New Lead Received If enabled, the users in this group will be notified when a lead form is submitted or when the Contact Us page on the Customer Portal is filled out by an existing customer.

Click here for more information on this feature.

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 selects the "I'm Here" button on a Gingr PreCheck form, or 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.”

Packages & Subscriptions
Subscription Failed Payment If enabled, the users in this group will be notified when a payment on a package subscription fails and when a subscription is cancelled.

This permission only applies to apps that use integrated CC processing and package subscriptions.

Reservations & Appointments

Reservation Request Blocked for Expired Immunizations 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. Staff will only receive this notification if the Admin » System-Wide Setting for "Require valid immunization records before customers can request reservations." is enabled
New Reservation Request If enabled, the users in this group will be notified when a customer submits a reservation or appointment request.  
Cancelled Reservation If enabled, the users in this group will be notified when another user cancels a reservation.  
Undo Check In If enabled, the users in this group will be notified when another users performs an undo check-in on a reservation.  
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.  
Reservation Added to Wait List If enabled, the users in this group will be notified when a customer is added to the wait list.  
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.  
Reservation Deleted If enabled, the users in this group will be notified when a reservation is deleted.  
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.  
Group Class Enrollment Request If enabled, the users in this group will be notified when a customer requests enrollment in a group class.

 

Gingr PreCheck Form Edited If enabled, the users in this group will be notified when the PreCheck form is edited by the customer.  You can click on this notification and see the edits that were made. Any edits will have a yellow highlight next to it. 
Gingr PreCheck Form Submitted If enabled, the users in this group will be notified when the PreCheck form is submitted by the customer.   

 

 

How to: Manage Admin Delegations

By default, only Admin users can access admin settings. However, it is possible to allow other user groups to access specific Admin settings. Only Admins can access system-wide settings, however, you can allow other user groups to access some location settings on the pages you choose. 

For more information about managing admin delegations please see our article Overview of Admin Permission Delegations.

The following admin pages can be accessed by non-admin users who have been granted permission to view the page:

Field Guide

Admin Page Available Settings Unavailable Settings
Animal Icons
  • System Icons (enable/disable status and popups toggles)
  • Animal Icon Groups (add, edit, delete)
  • Animal Icons (add, edit, delete)
  • Bulk icon deletion from popups
  • Altered by month setting 
  • FontAwesome Pro enabling
Canned Email Templates
  • Custom Templates (add, edit, delete)
All settings are available to delegated groups
Canned SMS Templates
  • Custom SMS Templates (add, edit, delete)
All settings are available to delegated groups
SMS Auto Replies
  • SMS Auto-Replies (add, edit, delete)
All settings are available to delegated groups
Gingr PreCheck
  • Gingr PreCheck Forms (add, edit, delete, send tests, send to future reservations)
All settings are available to delegated groups
Reservation and Appointment Requests
  • Reservation Request Text
  • Appointment Custom Text
  • Reservation Request Services Text
  • Deposit Policies Custom Text
  • Request limitations based on things such as capacity, previous reservation requirements, valid immunizations, valid profiles
  • Require cancellation reasons
  • Reservation request button text
  • Terms and Conditions
Daily Checklist
  • Checklist Types (add, edit, delete)
  • Checklist Items (add, edit, delete)
All settings are available to delegated groups
Employee Notes
  • Employee Note Types (add, edit, delete)
All settings are available to delegated groups
Manage Employee To-Do List
  • Manage Employee To Do Lists - assign todo items to select users
All settings are available to delegated groups
Owner Icons
  • System Icons (enable/disable status and popups toggles)
  • Owner Icon Groups (add, edit, delete)
  • Owner Icons (add, edit, delete)
All settings are available to delegated groups
Credit Card Processing
  • Payment Processor:
    • Edit CardConnect MID
    • Set Preferred Processor (for Customer Portal payments)
    • Adjust tip settings
  • Bolt Terminals
    • Edit settings for CardConnect terminals
  • Allow manual card entry
  • Allow tips from the customer portal 
  • CardConnect Tip Amounts (terminal prompted amounts)
Belongings
  • Belongings Areas (add, edit, delete)
  • Belonging Types (add, edit, delete)
All settings are available to delegated groups
Group Classes

Configure group class settings:

  • Add and edit classes
  • Add and edit class dates/schedule
All settings are available to delegated groups
Hours of Operation
  • Location timezone
  • Manage Hours of Operation including Recurring and Specific Date hours (add, edit, delete)
  • Disabled Dates (add & delete)
  • Default start and end times
  • System-wide Timezone

Note: disabled dates affect all locations in an app, please use caution with this setting

Location Default Rates

Manage Location Default Rates for all locations within the app. This included adding, editing, and deleting rates for all Reservation Types and Additional Services

 

All settings are available to delegated groups.

Note: users with permission to edit this page are able to edit ALL location rates, even for locations they are not assigned access to. Use caution delegating this page to users

Manage Areas / Lodgings Manage Areas and Lodgings for all locations within the app. This includes adding, editing, and deleting areas and lodgings
  • Lodging last-day reservation
Reservation Types and Services Configuration

Manage all Reservations, Additional Services, and Service Options in the app. This includes adding, editing, and deleting all your service types for any location

All settings are available to delegated groups.

Please note that deleting reservations/services is irreversible - extreme caution should be exercised with deleting things in the app

Account Codes Manage Account Codes for all locations within the app. You can add and edit Top-level and Sub-level account codes and change the Assignable Items by dragging and dropping them into the applicable category

All settings are available to delegated groups.

Account codes are shared across all locations - changes to this page will affect all locations. Please note that account codes cannot be deleted once made - if you create a code in error you will need to re-label it

Coupon Types Manage Coupons for all locations within the app. Add and edit coupon settings

All settings are available to delegated groups.

Please note that coupons cannot be fully deleted - if you create a coupon in error you will need to edit the settings if incorrect

Merge Data
  • Merge Owners
  • Merge Animals
  • Merge Breeds
  • Merge Veterinarians
All settings are available to delegated groups

 

 

 

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