π Overview
Employee Roles and Authorizations define what staff members can see and do in the system. Roles are groups of permissions called Authorizations, and each employee can be assigned one or more Roles. This article walks through:
Creating new employee profiles
Assigning Roles and system access
Understanding permissions (Authorizations)
Password setup and policies
π‘ Use the system's default Roles or create your own to match your organizational needs.
π Where You Manage Users & Roles
Navigate to Settings in the upper-right corner
Select Employee in the left-hand menu
Choose either Users or User Roles
Or use the global search bar to find "users" or "user roles"
π§βπ» Creating a New Employee
Click the arrow to learn how to create a new User
Click the arrow to learn how to create a new User
β Create a User
In the Users page, click the β icon
Fill in the required fields:
π Password Setup
π Passwords can be reset by a System Administrator or any user with the 'Employee Management' authorization.
Assign a temporary password for the User.
When they login, they will be prompted to reset their password.
Password must be 5β20 characters, include one number, capital letter, or symbol
Password expiration is controlled by Company Settings
Want to learn more about this feature?
π« Access Restrictions
Toggle login access on/off (e.g., for instructors or referees)
π Optional Field
Enable Email Notification for program updates
β Finalize
Click Submit to save the new User
π§ Default login page
After the User has been created, you can optionally update their default login page under their profile settings. By default, this is set to the Cashregister page.
πΌοΈ Gravatar
Images are optional and can be added later by the employee. System Administrators do not manage these avatars.
π οΈ Assigning Roles to Users
Click the arrow to learn how to assign and manage Roles
Click the arrow to learn how to assign and manage Roles
After creating a new User, you will automatically be sent to the "User Roles" tab.
If you are logged in and needing to adjust a User's roles, you will be prompted to authenticate with your password.
Assign Roles to all locations or specific ones using the "authorized at no locations" link.
β Changes auto-save, no need to click Save.
π§± Default System Roles
Click the arrow to view default Roles and permissions
Click the arrow to view default Roles and permissions
π·οΈ Role | π Permissions |
Normal User | Basic access for customer service tasks |
Normal Plus+ | Slightly more permissions than Normal |
Accounting | Facility-specific financial reporting |
Accounting - Global | Access to all facilities' financial data |
Customer Credit | Override partial payments |
Employee Management | Manage employee records |
Legal | Waiver administration |
Managers | Merge customers, delete events, manage seasons |
Managers+ | Invoice reversals, reference transactions |
Product Management | Global product creation/editing |
System Admin | Full system privileges including Roles & authorizations |
π Authorizations & Permissions
Click the arrow to expand the list of available Authorizations
Click the arrow to expand the list of available Authorizations
π Administrative
Authorization Management
Company Settings
Waiver, Pass, Tag, Resource Management
Audit Logs, Templates, Email Tools, Event Types
β οΈ In order to access Product settings, both Product Management and Product Location Management toggles must be turned on.
β Bypass Controls
Skip receipts, password changes, membership prompts
π₯ Customer Management
Merge customers
Search/export reports
Broadcast email
πͺ Duties
Host, Instructor, Referee
π° Financial
Daily Sales, AR reports, Refunds
Limited vs Global visibility
Reversals, Reference Transactions
π§βπ€βπ§ Groups
Team/Class management
π§Έ Curriculum
Grants access to view and manage training materials used in Lil' Kickers programming
Includes curriculum types like Skills Institute, Enrichment in Motion, Coaches Training, and White Label programs
Commonly assigned to program coordinators, managers, or training staff who need visibility into structured session plans
π System Management
Dashboard, Credit/Invoice Deletion
Season & League Creation
π³ Payments
Cash Register, Cart, Partial Payments
π Scheduling
Calendar, Bookings, Score Entry
π Tasks
Create/search tasks
π Views
Limited Menu view
π§° Creating and Editing Existing Roles
π§ Create a New Role
Click the arrow to learn how to create a new role
Click the arrow to learn how to create a new role
Go to Settings β Employee β Employee Role Management
Click the β button to create a new Role
Enter a Role name, choose a symbol (legend), pick a color, and click Save Role
Select the new Role to configure it
Use the toggles under Authorizations and Settings to assign permissions (page auto-saves).
π Edit or Delete Existing Roles
π‘ Pro Tips
π§Ή Clean up unused Roles regularly
π Double-check location-based toggles for correct access
β Avoid giving System Admin access unless truly needed
π§ Turn on Email Notification if employees need registration alerts
β Frequently Asked Questions (FAQs)
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can an employee have more than one Role?
Click the arrow to see the answer
Click the arrow to see the answer
Yes, Roles can be combined to grant broader access.
How do I stop login access without inactivating an employee?
Can I customize Roles?
Are permissions location-specific?
Does the system email users their password?
Click the arrow to see the answer
Click the arrow to see the answer
No. Admins must securely share temporary passwords manually.