📝 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

💡 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

Click the arrow to learn how to create a new User

➕ Create a User

In the Users page, click the ➕ icon
Fill in the required fields:
- Username (auto-generated if left blank)
- First and Last Names
- Email Address
- Location
- Optional: Phone numbers, Theme, Date/Time Format

🔑 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

🚫 Access Restrictions

Toggle login access on/off (e.g., for instructors or referees)
- Users can be inactivated but not deleted

🌐 Optional Field

Enable Email Notification for program updates

✅ Finalize

Click Submit to save the new User

🧭 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.

🖼️ Gravatar

Images are optional and can be added later by the employee. System Administrators do not manage these avatars.

🛠️ 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).