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Employee permissions for classes and appointments

  • Updated

In this article, you will learn how to enable employees to create and manage classes or appointments:

Contents

Quick Guide

  1. Go to Resources / Employees / Roles.
  2. Select the role you want to adjust.
  3. Open the tab Calendar & Booking.
  4. Enable the permissions you need in the groups Appointments and Classes.
  5. Save the changes.
  6. If you encounter issues, check specific error messages and adjust permissions accordingly.
  7. Ensure employees have the necessary location access and corresponding role.
  8. Provide employees with a step-by-step guide or screenshots if needed.

Detailed Instructions

Select Roles

To enable employees to manage classes and appointments, you must first select the appropriate roles. Go to Resources / Employees / Roles, which provides an overview of all roles.

Check Permissions

Select the role you want to adjust and check the permissions in the tab Calendar & Booking. The permissions for this task sit in two groups within that tab: Appointments and Classes. Enable the permissions that the role actually needs. Each of these permissions is checked on its own, so you can grant any single one without granting the others first.

Group Appointments:

Permission What it allows
Appointment Create, view, edit and delete single appointments, look at the appointments a member has booked, and browse the bookable resources and facilities. This permission covers single appointments, not class appointments.
Appointment goals Create and manage appointment goals.
Appointment participants/Participant status Add participants to appointments and set the participant status.
Appointment documentation Create and manage the documentation for an appointment.
Start stream Start video streams or live classes, for example in the Member App.
Book trial training Configure the trial training booking.

Group Classes:

Permission What it allows
Manage classes Add and manage classes.
Class appointments Create and edit class appointments.
Book members for appointments Book members into class appointments.
Overwrite bookings for course Move participants manually from the waiting list to the booked list of a class.
Cancel class appointment Cancel a planned class appointment in the schedule.
Canceling members for appointments Cancel members out of class appointments.

Calendar and Booking permission tab of a role, showing all twelve permissions in the groups Appointments and Classes

All twelve permissions of the tab Calendar & Booking, grouped into Appointments and Classes.

Save Changes

Once you have checked and adjusted the permissions, save the changes. This ensures that the new settings take effect immediately.

Troubleshooting

If employees continue to have issues, check specific error messages. These can provide insight into which permissions may still need adjustment.

Two cases are easy to miss, because the role can create and book classes without them:

  • The employee cannot cancel a planned class appointment in the schedule. Enable Cancel class appointment.
  • The employee cannot move a participant from the waiting list to the booked list. Enable Overwrite bookings for course.

Ensure Location Access

Ensure that employees also have the necessary access to the respective locations and the corresponding role. Without this access, they cannot manage classes or appointments.

Provide Step-by-Step Guide

To make it easier for employees to get started, you can provide them with a step-by-step guide or screenshots. This helps them navigate the system better and use the new functions efficiently.

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