📝 Overview

This article explains how to create and manage employee (user) profiles in the software. You’ll learn how to set up new users, assign roles and permissions, and configure profile settings like themes, homepages, and notifications.

It also covers how to:

Manage employee login access and security
Adjust optional settings, including color themes, time formats, and default login pages
Enable or disable automatic staff email notifications
Assign staff to events and manage schedules
Access additional setup options, such as rates and reporting

💡 Use the system's default Roles or create your own to match your organizational needs.

📍 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"

🧑‍💻 Creating a New Employee

➕ Create a User

Click the arrow to learn about required fields when creating a new employee/user

In the Users page, click the ➕ icon
Fill in the required fields:
- Username (auto-generated if left blank)
- First Name and Last Name
- Email Address
- Location
- Password and Verify Password
Once the information is filled out, click Submit to create the new employee record.

🔑 Password Setup

🔐 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 5–20 characters, include one number, capital letter, or symbol
- Password expiration is controlled by Company Settings

Want to learn more about this feature?

Password Security Settings

💡 Tip: You can return later to complete optional profile preferences once the employee has been created.

🌐 Optional Fields

Click the arrow to learn about optional fields for employee profiles

Optional fields allow you to personalize each employee’s experience and preferences.

🎨 Theme (Color Scheme)

When creating or editing an employee profile, you’ll see a Theme field.
This allows the employee to choose a color scheme for their view of the software.

The company default color theme is set under Settings → Company Settings → Theme.
If an employee overrides it in their profile, their personal choice takes precedence.

💡 Tip: Keeping consistent themes across your team helps avoid confusion when switching between accounts.

⏰ Date and Time Format Settings

Choose how dates and times display for each employee.

Date Format: Choose between MM/DD/YYYY or YYYY/MM/DD.
Time Format: Choose between 12-hour or 24-hour display.

🧭 Company Default:

If an employee doesn’t set a personal preference for their Theme or Date and Time format, the system uses the Company default date/time format defined under Company Settings → Company → Admin date/time format.

🔐 User Access Controls

Click the arrow to learn how to manage employee access and account restrictions

Use these settings to control login permissions and deactivate users when needed.

To Access:

Click the gold lock icon on the employee profile.
Enter your password to unlock access to these settings.

Login Controls:

User can log in: Toggle this on or off to control whether the employee can sign into the software. This is often disabled for instructors or referees who do not need direct access.
User Active: If unchecked, the employee’s account is inactive but retained for reporting and history.

💡 Tip: When offboarding employees, inactivate their account instead of deleting it. This keeps payroll, scheduling, and registration history intact.

🌐 Enable Email Notification for Program Updates

Click the arrow to learn about automatic staff email notifications

The Email Notifications toggle appears during new user creation. It is enabled by default.

If this option is checked in an employee’s profile, the system automatically sends that employee an email notification whenever a participant registers for, or is added to, a Class, Team, or Camp where they are listed as the Responsible staff member.

After a user is created, the same Email Notifications toggle appears under Settings → Preferences and can be adjusted anytime.

How it works:

The employee must be assigned as the Responsible person on a program.
When a new registration occurs, the employee receives an automatic email with program and participant details.
The setting is controlled at the employee profile level. Check or uncheck Enable Email Notification as needed.
To stop receiving these emails, uncheck the box in the employee’s profile or on the individual roster.

💡 Tip: Only enable this option for employees who directly manage programs or rosters. Leaving it unchecked prevents unnecessary notifications for staff who do not need them.

🏠 Homepage (Default Login Page)

Click the arrow to learn how to set a user’s homepage

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.

This field appears only after the user account has been created and unlocked for editing.

Available options:

Calendar
Cash Register
Dashboard

🖼️ Gravatar

Click the arrow to learn how to set up a profile image for an employee

Employees can add a profile image to their account using Gravatar, which links an image to their login email address.

To set up, click Setup Gravatar on the user’s profile.
You’ll be redirected to Gravatar, where you can upload or manage your image.
The Gravatar image automatically appears next to the user’s name anywhere their profile is displayed.

Additional details:

Images are optional and can be added or updated anytime by the employee.
System Administrators do not manage or upload these avatars within the software.
Gravatar must use the same email address that appears in the user’s profile.

🛠️ Assigning Roles to Users

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.

✅ Changes auto-save, no need to click Save.

🧱 Default System Roles

Click the arrow to view default Roles and permissions

🏷️ Role	🔑 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

📚 Authorizations & Permissions

Click the arrow to expand the list of available Authorizations

🔐 Administrative

Authorization Management
Company Settings
Waiver, Pass, Tag, Resource Management
Audit Logs, Templates, Email Tools, Event Types

⚠️ In order to access Product settings, both Product Management and Product Location Management toggles must be turned on.

⛔ Bypass Controls

Skip receipts, password changes, membership prompts

👥 Customer Management

Merge customers
Search/export reports
Broadcast email

💪 Duties

Host, Instructor, Referee

💰 Financial

Daily Sales, AR reports, Refunds
Limited vs Global visibility
Reversals, Reference Transactions

🧑‍🤝‍🧑 Groups

Team/Class management

🧸 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

📊 System Management

Dashboard, Credit/Invoice Deletion
Season & League Creation

💳 Payments

Cash Register, Cart, Partial Payments

🗓 Scheduling

Calendar, Bookings, Score Entry

📋 Tasks

Create/search tasks

👀 Views

Limited Menu view

🧰 Creating and Editing Existing Roles

🔧 Create a New Role

Click the arrow to learn how to create a new role

Go to Settings → Employee → Employee Role Management
Click the ➕ 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).

🛠 Edit or Delete Existing Roles

Click the arrow to learn how to edit or delete a role

To edit a Role, click the Role name from the list
Use the left-side navigation to adjust Authorizations or Settings
To delete a Role, click the trash icon on the far right

⚠️ Deleting a Role will remove it from all users assigned to it

🧑‍💼 Assigning Staff to Events

Once your employees have been created and assigned the appropriate roles, you can assign them to specific events or programs within the software. This helps track staff coverage and responsibilities.

📊 Event Search and Bulk Edit

Click the arrow to learn how to assign staff using Event Search & Bulk Edit

You can use the Event Search page to view, filter, and assign staff to multiple events at once.

Go to Calendar → Event Search & Bulk Edit.
Use filters such as Season, Level, or Date Range to narrow your results.
Click Search Options, then check Show Staff.
- When this option is selected, additional columns (Instructors, Referees, Hosts) will appear in your results.
Select the checkbox next to each event you want to edit.
Click Edit Events at the bottom of the page.
In the Bulk Edit Events window:
- Check the box for Update Staff (instructors, referees, hosts).
- Choose an Update Action (Add, Remove, Replace Existing).
- Enter or select the appropriate employee(s).
- Click Save to apply your changes.

💡 Tip: Use filters to narrow your results before editing. Bulk updates are especially helpful when assigning the same staff to an entire season or program.

🗂️ Roster Page

Click the arrow to learn how to assign staff from a roster page

You can also assign staff directly to events from a specific Class, Camp or Team page.

Navigate to the desired Roster.
Click the Schedule tab.
Select + Add and select + Add Employee
Search for the employee you want to assign and what role they should be labeled as (Instructor, Referee, or Host)
Save your changes.

💡 Tip: This method is ideal for updating or reviewing assignments for a single program.

📅 Event Details

Click the arrow to learn how to assign staff directly from an event

You can assign staff directly from the Event Details page.

From the Calendar or Schedule view, click an event to open its details.
Under the Staff section on right side, click + Add.
Choose the staff member you want to assign and what role they should have.
Click Save.

💡 Tip: Use this method when you only need to update one event rather than a full series.

📆 Staff Calendar Access

Click the arrow to learn how staff can view or subscribe to their schedule

Each employee can view or subscribe to their assigned schedule so that it appears directly in their preferred calendar application.

How to Subscribe:

Go to Employee Profile → Settings → Calendar.
Click Subscribe to user calendar.
Copy the URL that appears in the Subscribe link.
Paste this URL into your preferred calendar application using the instructions below.

📅 Outlook:

Click Import at the top.
Choose Subscribe.
Paste the copied URL from the Subscribe link.

🍎 iCloud Calendar:

Open File in the menu bar.
Select New Calendar Subscription.
Paste the copied URL from the Subscribe link.

📧 Google Calendar (Gmail):

Open Google Calendar in your browser.
In the left-hand menu, click the “+” next to Other calendars.
Choose From URL.
Paste the copied URL from the Subscribe link.
Click Add calendar.

🕓 Auto-Refresh Timing: The subscription happens immediately after setup. However, once the calendar is added to an application or mobile device, refresh intervals may vary depending on that platform’s settings.

💵 Rates

Click the arrow to learn more about the Rates tab in an employee profile

The Rates tab within an employee’s profile is where you define hourly or per-event pay for instructors, coaches, or other staff.

You can set different rates based on program types or responsibilities, which are then used for payroll and reporting.

📣 Want detailed instructions for configuring employee and instructor rates?

Learn how to set up rate types, apply them to staff, and manage pay structures in this article below:

Learn More

💡 Pro Tips

🧹 Clean up unused Roles regularly
🔐 Double-check location-based toggles for correct access
❌ Avoid giving System Admin access unless truly needed
📧 Turn on Email Notification if employees need registration alerts
🎨 Encourage consistent Theme and Date/Time settings across your team
📅 Use filters before bulk-editing staff assignments to prevent unwanted changes

❓ Frequently Asked Questions (FAQs)

Click the arrow to view frequently asked questions