Employee Roles and Access Rights Settings

Table of Contents: #

• What is it and how does it work?

• Setting up a role

• Editing roles and access rights

• Copying access rights

In Altegio, managers and administrators can control employees’ access to key platform features and sensitive information — such as client contacts or colleagues’ schedules. Properly configured access rights ensure that employees only work with the sections and data they need, while management can rest assured that critical business information remains secure.

With role configuration, the owner or manager can quickly and easily assign the appropriate access rights to employees in each location.

The role and access rights system is designed for operational convenience and company data security (e.g., client database protection), while also giving managers oversight of employee activity in Altegio.

Important:
To protect your information, always assign individual access to each employee. Avoid using shared accounts.

You can view all user activity and check your branch’s security level under Overview > Activity Logs. Learn more in the relevant help article.

Be especially careful when granting rights to export data or manage other users’ access.

What Is It and How Does It Work? #

A role must be selected when inviting an employee to manage a location, but it can also be assigned later to existing users. Roles can be assigned to both service-providing staff and non-service staff. You can edit or change roles and access rights at any time. Read more about this below.

Each role includes:

• A recommended set of access rights (enabled by default)
• Optional additional rights that can be enabled as needed

Available roles:

• Specialist – Provides services
• Administrator – Manages appointments and payments
• Call Center – Consults clients and creates bookings
• Accountant – Handles payroll
• Manager – Manages the branch
• Owner – Has full access to everything

A list of all access rights per role can be reviewed when assigning or editing a role. Detailed access right definitions are available in linked help articles — feel free to check those before or after setting roles.

Creating a New Role #

This section covers how to assign a role under Billing > Subscription > Management.

1. Go to Settings > Main settings > Staff
   or
   Billing > Subscription> Management
   (you can also reach it from Settings > Staff via the “Subscription management” button).
2. Click on the role of any added employee to send a new invitation.

In the top-right corner, click “Add access” or “Invite users.”

Enter the employee’s name and phone number or email address.

If inviting an existing Altegio user, make sure to use the contact info they use to log in.
Optionally, specify their job title.

Choose a role from the list.

• If you’re assigning the “Employee” role, you must also link the user to a specific employee profile (this is not needed for other roles).
• Then, configure access rights.

If you need more options, choose a role with extended permissions or manually add additional rights. (See more on editing roles below.)

At the bottom, click “Send” or “Send and invite more” if you’re inviting multiple users.

Editing Roles and Access Rights #

You can modify a role or its access rights at any time. If a user was added without access or wasn’t assigned a role, you can do that later as well.

Refer to detailed help articles for descriptions of all access rights, so you can tailor permissions to each employee’s needs.

To edit:

1. Go to Settings > Main settings > Staff
   or
   Billing > Subscription > Management
   (also accessible via the “Subscription management” button in Settings > Staff).
2. Click on the employee’s role under the “Access” column, then switch to the “Access rights” tab.
3. To change the role, click “Edit” in the Role section. If switching back to a previous role, the settings will be retained.

To change the linked employee profile (for the Employee role), select a new employee from the dropdown.

To unlink, click the name and select “Not chosen.”

To add or remove access rights, click the three dots in the Access rights field and choose the appropriate setting.

Use the yellow switch to enable/disable access.

To assign additional permissions, click the arrow beside the switch, then “Additional.”

Use the dropdown list to select or check the needed rights.

To enable/disable access for a specific section, click the three dots next to its name and adjust settings.

Click “Save” at the bottom.

Copying Access Rights #

To avoid setting up identical rights manually, you can copy access rights from one employee to another. This is possible during the invitation process or for existing employees.

To copy access rights:

1. Go to Settings > Main settings > Staff
   or
   Billing > Subscription > Management
   (also accessible via the “Subscription management” button in Settings > Staff).
2. Click the employee’s role under the “Access” column and open the “Access rights” tab.
3. In the Access rights section, click the copy button.

Choose the employee whose rights you want to copy.

Use search if the list is long.
Then click “Apply.”