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System Permissions - Overview

Updated

Introduction

This guide is for System Administrators and Operations Managers. It explains how to create and modify Employee Roles and define System Permissions to control staff access, viewing, and editing rights within the system.

Each employee has a system role assigned to their Employee profile. This role determines access to PGM functions and permission to perform system operations. Permissions can be set for individual modules; for example, a user can access Leads but not Opportunities. Permissions follow the AVED model (Add, View, Edit, Delete); for example, a user can view, add, and edit leads but cannot delete them. Here is the system permissions list in the PGM system. It may help you define your employees' permission scopes.

Before you start

  • Before you can use the new system permissions view, you need to contact our Technical Support Team to enable the following setting: System.SystemPermissions.NewSystemPermissionsView.Enabled = true.
  • Ensure you are logged in with an account that has Administrator privileges, or a suitable role which allows access to this module.
  • Define the hierarchy of your staff (e.g., Receptionist vs. Club Manager) before creating roles to ensure security.
  • If deleting an existing role, ensure you have a target role ready to transfer existing employees to.

Instruction

How to change system permissions for employees?

1. Go to the PGM ->Clubs->Employees-> System permissions

2. Find the System role which you would like to change permissions in and click the Permissions button for this role.

A checkbox tree will appear on the right. The permissions are divided into categories and each category may have a subcategory and/or target permission.

3. Expand the tree to navigate through the permission hierarchy, or use the search field at the top to find a specific permission by name.

4. Check the boxes with applicable permissions.

Important: If the whole category is ticked, then all items (subcategories, permissions) belonging to that category will get a tick.

There is a possibility to use three checkboxes:  

  •  all items checked
  •  partly-checked
  • all items unchecked

5. Select permissions for a particular system role and save them.

6. At last, describe the reason for changes in a pop-up window.

 

How to edit or delete system role?

1. Navigate to PGM -> Clubs -> Employees -> System permissions.

2. Find the System role you wish to edit or delete.

3. Click on the three dots next to the Permissions button and choose the appropriate option from the dropdown menu.

 

Hints

  • Deletion Safety: If you attempt to delete a role that is currently assigned to employees, the system will trigger a safeguard. You will see the message: Select other role to transfer all the usages of role you want to delete. You must select a new role for those users before the deletion can proceed.

  • System Response: When permissions are updated, you may see a New roles loading status indicator while the system propagates changes.

  • Audit: If creating a role that can manage money, be careful with the AdministratorSkipPastTransactionBlock and AdministratorSkipAddCorrectionTransactionBlock settings, as these bypass standard financial security blocks.

  • Reasoning: When making changes to sensitive roles, you may be prompted to Type in the reason for changes. This is logged for security auditing.

Use Case Examples

Example 1: Creating a "Receptionist" Role

  • Goal: Enable a user to handle front desk duties without access to financial reports or system settings.

  • Settings:

    • Check Users (View, Add, Edit).

    • Uncheck Users - Delete.

    • Check Front Desk operations (Open Gate, Anonymous Entrance).

    • Check Point of sales (POS).

    • Uncheck Reports.

    • Uncheck System administration.

Example 2: Creating a "Sales Consultant" Role

  • Goal: Enable a user to manage leads and sell contracts but restrict them from deleting data.

  • Settings:

    • Check MiniCrm (Client, Opportunity, Tasks).

    • Check Dashboard (Net Gain, Sales Ranking).

    • Check New contracts.

    • Uncheck System settings.

Example 3: Creating a "Club Manager" Role

  • Goal: Give a user full control over a specific club's operations, including refunds and reports, but not global system settings.

  • Settings:

    • Check Club Manager.

    • Check Reports (All categories: Sales, Finances, Members).

    • Check Refunds and Corrections.

    • Check Manage Blocking and Manage Sticky (for notes).

    • Uncheck SystemMan (System Administration).

Example 4: Configuring a "Trainer" Role

  • Goal: Allow a trainer to view their schedule and member basics only.

  • Settings:

    • Check SystemManPersonalTrainingsView.

    • Check SystemManTimeTablesEventsView.

    • Check Users (View only).

    • Uncheck Finances and Invoices.

Example 5: Processing a Role Deletion

  • Goal: Remove an obsolete "Junior Receptionist" role and move all staff to the standard "Receptionist" role.

  • Steps: Click Delete next to "Junior Receptionist." In the Transfer role dropdown presented by the system, select "Receptionist." Click Save.

 

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