Restrict employee permissions

If you want to prevent employees from accessing certain data, you can restrict access. Belbo offers you various options for how you can limit your employees' permissions.

Terminology

The following terms are used in this article:

• Login: Combination of email address and password to log in to the calendar in the first place.
• Employee PIN: Short code required, for example, when entering or changing appointments.

Logins for Your Employees

Team Login

In principle, owners have a login that allows access to all functions in Belbo. We recommend not sharing this login with 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, it is recommended to activate the Employee PIN so you can see which employee created or moved an appointment.

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, change settings or create daily closings.

Permissions

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

You should pay special attention to the following permissions:

Calendar Permissions

Customer Database

Employees who do not have the "Customer Database" right cannot see a customer list, although they can click on the main menu item "Customers". However, employees without this right can continue to see the data important for daily work. 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 gain insight into customer data. → If you suspect that an employee is copying customer data to use it for their own purposes, you can revoke this right from them. Please note that the Team Login should also not have this right in that case.

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 payment, and schedule appointments in daily work can have the following settings: Owner compared to Team Login:

Cash Register Permissions

Setting Cash Register Permissions

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

Our Recommendation

Employees who should collect payment for appointments and complete the closings for the current day 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 set access restrictions. You can access your employees' files under Settings > Employees.

• Restrict Appointment View: You can specify that an employee with their own login is only allowed to view the current day and future days, but cannot scroll back into the past.
• Restrict Employee View: In each employee file, you can specify 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 serves 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 payment for appointments, or enter product consumption.

The Employee PIN can in turn be equipped with certain permissions. This allows you to specify that certain employees cannot move breaks or delete appointments.

Login Access Restriction

You can set that employees with certain logins can only log in from a device you have specified. Use the Login Access Restriction function for this purpose.