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Restrict Permissions for Your Employees

If you want to prevent employees from accessing certain data, you can restrict access. In Belbo, you have various options available to limit the permissions of your employees.




Use cases:
You want to prevent employees from …

  • Being able to change settings.
  • Being able to see (financial) statistics.
  • Being able to copy customer data for their own purposes.

Terminology

The following terms are used in this article:

  • Login: Combination of email address and password to log in to the calendar at all.

  • Employee PIN: Short code that is required, for example, when entering or changing appointments.

Logins for Your Employees

Team Login

Owners generally have a login that allows access to all functions in Belbo. We recommend not passing this login to your employees.
You can create a team login for your employees, whose permissions you can then set. All employees use the team login together in daily business. Therefore, we recommend activating the employee PIN to see which employee created or moved an appointment.


Our tip: If you don't want your employees to know the password for the team login, you can save it in the browser on all computers that the team uses in daily work. To prevent login from another device, you can also use the login access restriction feature.

Employee Login

If you want to give individual employees extended permissions, you can create their own login and then assign the desired rights.
→ This is suitable for supervisory employees or receptionists who should, for example, be able to change settings or create daily closings.

Rights

You can assign individual rights to each login. This way you can determine whether employees have access to certain areas or can change settings.

You can pay special attention to the following rights:

Calendar Rights



Customer Database
Employees who do not have the "Customer Database" right can click on the main menu item "Customers". However, they cannot see a customer list. Employees without this right can still see the important data in everyday use. They can search for specific customer files and enter appointments for them in the calendar. They can also click on customer files in the calendar to view customer data.
→ If you suspect an employee of copying customer data for their own purposes, you can revoke this right. Note that in this case, the team login should also not have this right.



Configuration
Employees who do not have the "Configuration" right cannot make any settings.

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View Prices
Employees who do not have the "View Prices" right can neither see prices nor use the cash register.

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Our Recommendation
Employees who should serve customers, collect payments, and schedule appointments in daily work can have the following settings:

Owner compared to Team Login:



Cash Register Rights



Set Cash Register Rights
Define in the cash register rights which of your employees can operate the cash register and what settings they are allowed to make.


Our Recommendation
Employees who should collect appointments and perform closings for the current day in daily work can have the following settings:

Owner compared to Team Login:



View Restriction

In the file of each employee who has their own login, you can store access restrictions. You can access your employees' files under Settings > Employees.

  • Restrict Appointment View: You can specify that an employee with their own login can only view the current day and future days, but cannot scroll back to the past.

  • Restrict Employee View: You can specify in each employee file which colleagues an employee is allowed to see. For example, you can specify that an employee only sees themselves and their own appointments when logging in with their own credentials.

Employee PIN Permissions

Each employee can receive their own PIN, which is used to identify individual employees. When PIN mode is activated, each employee enters their own PIN whenever they change or move an appointment, create breaks, collect appointments, or record product usage.

The employee PIN can in turn be equipped with certain rights. This way you can specify that certain employees cannot shift breaks or delete appointments.

Login Access Restriction

You can set that employees with certain logins can only log in from a device specified by you. Use the login access restriction function for this.