In this article, you will learn how to troubleshoot issues where employees cannot view or edit member information, how the separate permissions for email addresses and phone numbers work, how exports handle sensitive data and how employee data is archived and anonymized automatically.
Contents
- Quick Guide
- Roles and Permissions
- Separate permissions for email addresses and phone numbers
- Exports without sensitive data
- Error Messages
- Location Access
- Employee Support
- Automatic archiving and anonymization of employee data
Quick Guide
If you can't find an area in the sidebar on the left, click the last entry there, More. Use Customize navigation to choose which areas appear directly in the sidebar.
- Go to Resources / Employees / Roles.
- Select the role that the affected employee is assigned to.
- Under Member management / Administration, enable Manage personal data, Manage address data, Manage member's email addresses and Manage member's phone numbers. These four permissions control the member data in the member profile.
- Also under Member management / Administration, enable Manage member master data if the employee needs the complete member master data, and Manage member access cards if the employee assigns or edits access cards.
- Under Member management / Lists & Export, enable Manage member lists if the employee works with member lists.
- Save the changes.
- If problems persist, check the exact error message and make sure the employee has the role assigned for the facility they work in.
Roles and Permissions
Access to member information is controlled by the role of the employee. Follow these steps:
- Go to Resources / Employees / Roles.
- Select the role that the affected employee is assigned to.
- Enable the permissions the employee needs (see the table below).
- Save the changes so that the new permissions are applied.
The member data in the member profile is controlled by four separate permissions: Manage personal data, Manage address data, Manage member's email addresses and Manage member's phone numbers. Each of them covers viewing and editing the data it belongs to. If one of them is missing, the corresponding data is not displayed to the employee, even when other member permissions are enabled. Email addresses and phone numbers are shown masked in that case.
| Permission | Where you find it | What it controls |
|---|---|---|
| Manage personal data | Member management / Administration | Personal data of a member, for example name and date of birth. |
| Manage address data | Member management / Administration | Address data of a member. |
| Manage member's email addresses | Member management / Administration | Email address of a member. |
| Manage member's phone numbers | Member management / Administration | Phone and mobile numbers of a member. |
| Manage member master data | Member management / Administration | Complete management of the member master data (names, addresses, contact information). |
| Manage member access cards | Member management / Administration | Assigning and editing the access cards of a member. |
| Manage member lists | Member management / Lists & Export | Member lists. |
Note that Manage member account under Member management / Finance does not grant access to member information. It covers the member account, for example posting payments and receivables. Enabling it does not resolve a problem with viewing or editing name, address or contact data.
Separate permissions for email addresses and phone numbers
Access to member email addresses and phone numbers is controlled by two separate permissions. This lets you decide per role whether employees see email addresses only, phone numbers only, both or neither. Without the corresponding permission, the email address or phone number is shown masked.
| Permission | Where you find it | What it controls |
|---|---|---|
| Manage member's email addresses | Member management / Administration | Shows members' email addresses in plain text. |
| Manage member's phone numbers | Member management / Administration | Shows members' phone numbers in plain text. |
| The employee should see | Enable in the role |
|---|---|
| Email addresses only | Manage member's email addresses |
| Phone numbers only | Manage member's phone numbers |
| Email addresses and phone numbers | Manage member's email addresses and Manage member's phone numbers |
| Neither | Neither of the two permissions |
- Go to Resources / Employees / Roles.
- Select the role you want to adjust.
- Enable one, both or none of the two permissions, depending on what employees with this role should see.
- Save the changes.
The two permissions replace the previous permission Manage contact details, which is no longer shown in the role. Every role that had Manage contact details receives both new permissions automatically. Until you adjust a role, your employees therefore see the same data as before.
Exports without sensitive data
A member export always contains the same columns. Which values appear in plain text in the export file depends on the permissions the employee has for each location when creating the export. If a permission is missing, the corresponding columns stay in the file, but their values are masked. Email address, phone numbers and IBAN are partly obscured, all other values completely.
| Permission | Where to find it | Columns in plain text |
|---|---|---|
| Manage member export list | Member management / General | Required for every member export. Member number, member status, card number, last check-in and campaign name are always in plain text. |
| Manage personal data | Member management / Administration | First name, last name, date of birth, age, gender, tax ID |
| Manage address data | Member management / Administration | Street, house number, ZIP code, city |
| Manage member's email addresses | Member management / Administration | Email address |
| Manage member's phone numbers | Member management / Administration | Phone (private), Mobile (private) |
| Manage bank details & SEPA | Member management / Finance | IBAN, BIC, account holder |
| Manage member account | Member management / Finance | Account balance, Consumption credit, Pay later |
A finished export file can only be downloaded by someone who has, for every location it contains, at least the permissions with which the values were exported in plain text. Otherwise the download is refused.
How to create exports and download export files is described in Exporting member lists and downloading export files.
Error Messages
If employees continue to have problems, check whether a specific error message is displayed. The message indicates which area the employee is missing access to. Compare it against the permissions in the table above and adjust the role accordingly.
Location Access
Roles are assigned per facility. An employee only has the permissions of a role in the facilities that role is assigned for. Go to Resources / Employees, open the employee and check the role assignment for every facility the employee works in.
Employee Support
If employees continue to have difficulties, provide them with a step-by-step guide or screenshots. This helps them select the correct menu items and options.
Automatic archiving and anonymization of employee data
The software can anonymize the personal data of deactivated employees automatically once a retention period has elapsed. The function is off by default: no data is anonymized until you create a configuration and activate it for a facility. You set the retention period yourself. It counts from the deactivation of the employee, and the default unit is months.
When the retention period has elapsed, a background job erases the name, contact details, address, photo and personal documents of the employee. This cannot be undone. Reactivating the employee afterwards does not restore the data. Until the retention period has elapsed, the employee can still be restored. Shifts, working time, absences and time tracking are preserved.
You find the configuration under Resources / Employees / Employee data privacy. Only one configuration can be active per facility.
Required permissions, under Employees & Resources / Employee Management: Manage automatic archiving and anonymization of employees and Run automatic employee anonymization.
Details on setting up the configuration follow in a separate article.
Note: This article was created with the help of artificial intelligence and editorially reviewed.