Logins and Permissions for Staff

The Users & Groups Screen controls how much permission each of your employees have when they're using your MINDBODY System. For example, you may want your front desk staff to only check clients into appointments. You may want teachers to only view their schedules and their own payroll report. And you may only want your web designer to use the Links & Shortcuts Generator. This screen controls all of that. Each staff member using the MINDBODY System should have their own unique login. You then use this screen to assign their login to a permission group.

If you haven't done so already, change the owner password

The Owner login has the ability to do all data changes and updates in your MINDBODY System. If you haven't done so already, learn how to change your owner password by clicking here. You do not want staff members to have access to your password.

Permission Groups

Understanding Permission Groups

You will use permission groups to manage what your staff members, web designers, bookkeepers, etc... can and can't do inside your system. We use permission groups instead of a list of permissions for every single person's login. That way, every time you add a new employee, you simply assign them to a permission group and they have, or don't have, permissions set up for that group.

Permission groups are similar to military ranks. If a soldier is a private, then that soldier is restricted to everything that a private can or can't do. If the private is promoted to corporal, then the soldier gets to do everything corporals do. You define a permission group the same way a military would define the role of its soldier classifications. Once you've enabled or disabled permissions for a group, then you can assign all employees to that permission group that fit. For example, if you create a Front Desk group that can only sign clients into appointments, then whatever employees are assigned to that group can only do Front Desk stuff.

If users differ, even by a single permission, you should create separate groups.

By default, we have created two default groups in MINDBODY System:

Manager
Staff

The owner can set permissions for these Access Privilege Groups, and can also create new groups. Each Username created within a group will have the permissions that are set for that group.

How do I modify the name of a group?

Follow this menu path: Toolbox => Setup => Staff => Users & Groups
Click on the [Add/Edit Groups] Link on the far right
To change the name of a group, type the new name
Click Update Groups.

How do I add a group?

Follow this menu path: Toolbox => Setup => Staff => Users & Groups
Click on the [Add/Edit Groups] Link on the far right
Type the new group name in the group name field at the top and click Add Group.

How do I delete groups?

Follow this menu path: Toolbox => Setup => Staff => Users & Groups
Click on the [Add/Edit Groups] Link on the far right
To delete a group, click Delete Group. This removes the group and all associated logins.

Control which tab opens for specific permission groups upon logging in

You may specify which tab your staff groups will land upon after they log in. For example, if you have a permission group titled "Teachers," and that group generally only teaches classes, then the Classes Schedule can now be the screen displayed when they log in. Therapists that primarily provide one-on-one services may want to see the Appointment Schedule, while your managers may want to see the Dashboard.

To assign a default login landing tab:

Follow this menu path: Toolbox => Setup => Staff => Users & Groups
Click the [Add/Edit Groups] Link in the upper right corner
Change the new dropdown box in the "Default Launch Tab" column to the tab you want the user group to see after logging in

What does it mean to restrict a group's IP address and how do I do it?

Each computer that has Internet access has an Internet Protocol (IP) number assigned. These IP numbers typically look like this: 72.29.171.96

This number is similar to your phone number, in that it's a way of identifying your computer across the Internet. IP addresses are assigned to your business by your Internet service providers (e.g., Verizon DSL, SBC DSL, etc..) and can be broadly classified as either:

Static IP Addresses: These cost more. And they never change.
Dynamic IP Address: These cost less and can change regularly.

If your business has the more expensive, static IP address, meaning that your IP is a number that never changes, you can enter your static IP into your site. Next, you can restrict a permission group from accessing your MINDBODY System outside of the static IP. Meaning, they can't access your MINDBODY system from anywhere outside of your physical business. When they go home and try to log on, they'll get a message telling them that their login is IP restricted.

What's my IP Address?

Call your Internet service provider (who you pay every month for Internet service) and ask them 1) if you have a static IP and 2) what is your IP address.

How to enable an IP restriction for a permission group:

This option will check the IP address that any user within this group is using to log into your MINDBODY System, and will only allow those IP addresses that you allow.

If your studio has a static IP address (see above), this will ensure that your staff members only log onto MINDBODY from the studio.

Follow this menu path: Toolbox => Setup => Staff => Users & Groups
Click on the [Add/Edit Groups] link
Click [Setup IP List] to add the allowed IP addresses.
Add a new IP address in the IP Address field.
Click Add IP Address.

Creating Logins for your Staff Members

Adding Usernames

Since MINDBODY tracks sales and cancellations based on the login name, we encourage you to create a unique username and password for each employee at your studio rather than allowing them all to share the same username.

Follow this menu path: Toolbox => Setup => Staff => Users & Groups
Select a group from the Access Privilege Group drop down list.
Type the username you would like them to use into the User Name box. Most businesses use the first initial and last name, or just a first name if all staff names are unique.
Type a password. The user can change the password themselves when they login, so creating it for them is not a problem.
Type the user's first and last names into the next two boxes. This determines the way that MINDBODY will greet this user when they log on. For example, if they login using aadams80, but their first and last name is set to Annie Adams, the screen will say, Welcome Annie Adams, not Welcome aadams80.
Click Add Login.
Each login must be associated with a Staff person before that user will be allowed to make sales.
Under the list of logins you just created, you will see "Not Assigned."
Click Assign.
Choose the staff person from the drop down list, or if they don't exist yet, use the first and last name boxes to quickly create them under Toolbox => Setup => Staff => Staff Management. You can go back later and add their details.
Click Update Login.

If users work from multiple business locations and you would like the software to prompt them to select a location when signing in:

Uncheck "Manually Select Location for Sales" under Toolbox permissions.
Click Update Access Privileges
Highlight all work locations that apply next to their user name. Use the Ctrl or Command key to select multiple locations with your mouse.
Set the user group permissions.
Click Update Logins to save changes

Assigning a login to a User Group

Each user shares the same permissions as all other members of his or her group.

Check the boxes next to each permission settings you want to allow. Each studio is slightly different in the way that they assign permissions. However, most studios allow Managers most or all permissions in this list. Staff members normally are not allowed to have this much permission, but you will probably want to assign most or all of the permissions within the Reservations, Appointments, and Client related tasks. See Common Front Desk Permissions for suggestions.
Click Update Access Privileges to save changes.

Defining Every Single Permission

Toolbox Section

Manage Classes/Events Descriptions Toolbox => Services => Class & Event Management	If enabled, this group can view, add, edit, or delete class and workshop descriptions.
Manage Class/Event Schedules	If enabled, this group can view, add, edit, or delete class and workshop schedules.
Manage Free Class Scheduling	If enabled, this group can view, add, edit, or delete free classes and free events. *Requires the permission above
Schedule Resources to Class/Events	This permission allows you to give - or not give - staff members the permission to assign or remove resources for classes and workshops. For example, to restrict certain staff members from changing the scheduled room of a class, you could remove this permission from the employees' user group.
Substitute Class/Event Teachers	If enabled, this group can schedule substitutes for your classes and workshops when the regular, scheduled teachers can't make it.
Block Copy/Cancel Class/Event Schedules	If enabled, this group has the power to cancel entire classes or workshops. They can also use your block copy feature to replicate classes.
Add New Teachers Toolbox => Setup => Staff => Staff Management, click on Add New Staff Member	Add new instructor or teacher
View/Edit Teacher Personal Information Toolbox => Setup => Staff => Staff Management, select staff member	Ability to change information like address and bio information on a teacher's main profile screen.
Manage Teacher Settings Toolbox => Setup => Staff => Staff Management	Ability to change those little checkboxes on the right side of each teacher's profile screen.
Instructor Availability Toolbox => Setup => Staff => Appointment Availability	View, add, edit, delete instructor appointment schedule availability
Teacher Pay Rates Toolbox => Setup => Staff => Staff Management	View, add, edit, delete instructor pay rates for classes and appointments. This is different than permission to view the Payroll Report (below)
Business Contact Information Toolbox => Setup => Business & Location Info	View or edit business contact information including tax rates for services and products
General Settings and Options Toolbox => Setup => Options => General Setup & Options	View or edit software settings on your large General Settings and Options screen
News & Events Toolbox => Setup => News & Events	View or edit scrolling news and events displayed on your MINDBODY site next to your logo at the top
Closed/Holiday Scheduling Toolbox => Setup => Options => General Setup & Options	View or edit scheduled closed business days for when you need to shut down your entire business for holidays or renovations.
Class & Event Options Toolbox => Setup => Options => Class & Event Options	Ability to access the Class & Event Options screen, which contains a massive amount of features that affect your classes and workshops.
Appointment Options Toolbox => Setup => Options => Appointment Options	Ability to access the Appointment Options screen, which contains a massive amount of features that affect your appointments' behavior and look.
Media Management Toolbox => Setup => Options => Media Management	Ability to create and edit media (e.g., video, images, music) that you are selling through your MINDBODY system.
Membership Options Toolbox => Setup => Options => Memberships Options	Access to the Membership Options Screen.
Setup Payment Methods Toolbox => Setup => Options => Payment Methods	Access to the Payment Method screen, which controls what payment methods (e.g. cash, check) that you accept at the retail point of sale
Resource Management Toolbox => Setup => Options => Resource Management	Access to the Resource Management page, which allows you to view, add, edit, or delete allocated resources (e.g., rooms, equipment) for all locations
Links & Shortcuts Generator Toolbox => Setup => Links & Shortcuts	This gives access to the Links & Shortcuts page, something that creates links between your MINDBODY system and your computer or website. Good permission to give your web developer.
Cancellation Administration Toolbox => Data Maintenance => Cancel Reserv/Appts	Gives access to the Cancel Reservation/Appointments screen, a tool that mass cancels per service, employee, or date.
Locate Duplicate Client Records Toolbox => Data Maintenance => Locate Duplicate Clients	Ability Run a report of all possible duplicate client accounts
Merge Duplicate Clients Records Toolbox => Data Maintenance => Merge Duplicate Clients	Merge duplicate client accounts into one account
Auto Email Setup Toolbox => Setup => Auto Emails	Ability to access the Auto Emails screen, which determines what auto emails are enabled and what they say.
Service Categories Toolbox => Services => Revenue Categories	Ability to setup or delete Revenue Categories for services
Product Categories Toolbox => Products => Revenue Categories	Ability to set up or delete Revenue Categories for products
Active Session Times Toolbox => Services => Active Session Times	Ability to view or edit class and session times for classes, workshops, appointments, and resource schedules
Setup Visit Types Toolbox => Services => Appointment Type Setup OR Class Type Setup	Ability to manage Class Types and Session Types, which are the secondary level of organization for workshops, classes, and appointments.
Setup Programs Toolbox => Services => Programs	Ability to manage your Programs, the highest level of organization for all of your services, room rentals, and media management.
Series & Memberships, Contracts & Packages, Gift Cards & Account Payments -Toolbox => Setup => Pricing => Series & Memberships -Toolbox => Setup => Pricing => Contracts & Packages -Toolbox => Setup => Pricing => Gift Cards & Account Payments	Ability to manage what your clients buy to use your services or acquire credit with your business. Staff members with this permission can control your pricing for services.
Setup Retail Products Toolbox => Products => Manage Products	Ability to manage products (e.g., T-shirts, CDs) sold through your MINDBODY system
Item/Membership Discounts & Restrictions Series, membership, contracts, packages, gift cards, credits, and product setup screens.	Allows editing of the Membership Discounts & Restrictions multi-select windows.
View Product Costs	Ability to see the price that your business paid for the product. This will give your staff the ability to see the margins on your products. * Must have permission enabled above for this to take place.
Setup Promotions Toolbox => Setup => Pricing => Promotions	Access to the Promotions page that allows staff members to set up coupons for clients
Manager Corrections - Edit Sales	After the sale is made, this option enables the user to change the client for a sales, change the payment method, and change the sale date
Print Product Barcodes Toolbox => Products => Manage Products	Ability to print retail product barcodes
Complete Sales Transaction at POS Retail tab	Utilize the Retail tab for service and product point of sale
Edit Sale Date for Sales -Retail tab -Client's Purchases screen	Ability to edit the sale date for past sales and at retail point of sale. If an employee only has this permission, and not the Manager Correction - Edit Sales permission above, then they will not be able to edit location, payment method, and commissions on the sale.
Edit Sale -- Price / Count for Sales Retail tab	Edit the sale price and session count at retail point of sale
Edit Sale Activation Dates -Retail tab -Client's Accounts Details screen	Edit the sale activation date for which services are activated
Edit Sale Discounts -Retail tab	Give sale discounts for services and products at point of sale
Pay for another Client -Retail tab	If a client wants to pay for services or products for another client, this permission allows the user to create the sale.
Void/Edit Past Sales -Toolbox => Data Maintenance => Voids & Returns -Client's Purchases screen	Ability to void or edit past sales in client's Purchases screen or through the Voids & Returns screen
Sale Refunds -Toolbox => Data Maintenance => Voids & Returns -Client's Purchases screen	Give client refunds for sales. *Must have access to view/edit past sales to give refunds
Sale Refunds - disabling Discounts -Toolbox => Data Maintenance => Voids & Returns -Client's Purchases screen	For sales that were discounted, this enables you to manually input the amount of the return instead of re-calculating the discount. *Must have access to view/edit past sales to give refunds and Sale Refunds
Sales Refunds - Only Refund to Account -Toolbox => Data Maintenance => Voids & Returns -Client's Purchases screen	If a staff group only has this refund permission enabled, then they can only issue account credit refunds. Depending on your refund policy, this might be a refund permission to give your lower-level employees. Managers could still have the more powerful "Sale Refund" permission for cash and credit card refunds. *Must have access to view/edit past sales
Manually Select Location for sales -Screen that appears when first logged in -Retail tab	Unchecked prompts user to select a location for sales when first logging in (if their login is assigned to multiple locations). This location is then used at the Retail point of sale. Checked forces user to manually change the sale location for sales if they have default location set in users and groups. Only one default location per staff login.
View Reports for All Locations Reports inside of Reports tab	Ability to view reports for all locations. Otherwise, staff will be restricted to just reports at their assigned location.
Inventory -- Log Incoming Toolbox => Products => Inventory Tickets	Log incoming inventory through our Inventory Ticket screen
Inventory -- Adjust on Hand Toolbox => Products => Manage Products Toolbox => Products => Items on Hand	Adjust on hand values for items in inventory
Inventory -Transfer Toolbox => Products => Inventory Tickets	Ability to create inventory transfer tickets, which track the transfer of inventory between your various locations (only applies to multi-location systems)
Purchase Orders Toolbox => Products => Purchase Orders	Manage the purchase order screen used to order more products from your vendors.
Setup Localization Toolbox => Setup => Business & Location Info	Change default sate, country and timezone options for each location
Administer Users Toolbox => Setup => Staff => Users & Groups	Ability to control this screen, including edit usernames, passwords, and permissions.
Administer Groups Toolbox => Setup => Staff => Users & Groups => Add/Edit Groups	Edit, add, or delete your group names and IP restrictions. Deleting groups also deletes all logins within the group.
Manage Constant Contact Integration Toolbox => Setup => Options => Constant Contact Integration	Allow your staff member to access the Constant Contact Integration page.

Reservations Section

View Reservations -Classes tab -Workshops tab	Enables the user to view client reservations in classes sign in screens, workshops sign in screens, and workshops rosters
Make Reservations -Classes tab -Workshops tab -Sign in tab	Enables the user to make client reservations for classes and workshops
Make Past Reservations -Classes tab -Workshops tab -Sign in tab	Enables the user to make client reservations for past classes and workshops
Make Unpaid Reservations -Classes tab -Workshops tab -Sign in tab	Enables the user to make a client's reservation without collecting payment from the client when the reservation is made.
Cancel Reservations -Client's Schedule screen -Client's Visits screen -Class's Sign-in screen -Workshops Sign-in screen -Lots of other places (e.g. Schedule at a Glance report)	Enables the user to cancel a client's class or workshop reservation
Add / Edit Class Notes	Enables the user to add class notes to the class schedule page.
Resource Scheduling While booking clients	Ability to book resources (e.g., rooms) with services

Appointments Section

View Entire Appointment Schedule Appointments tabs	Enables the user to view every client name and staff member's Appointment on the main Appointment calendar screen (does not give them access to the Appointment details screen)
View/Edit Own Appointment Schedule -Appointments tabs -Other screens that display appointment info (e.g., Schedule at a Glance)	This permission not only allows the user to view his or her appointment schedule, but also to edit it. If the staff member has access to the "View Entire Appointment Schedule" permission above, then he or she will be able to view the entire appointment scheduled no matter what. Even if you disable the Instructor Availability (sometimes called Staff Member Availability) permission near the top of the screen, your staff will still have permission to view/edit their own availability if this permission is enabled.
View Appointment Details Appointment tab => Click on the client's name in an appointment	Enables the user to open up the appointment detail screen for each individual appointment *Must have access to either View Entire Appointment Schedule or to view their own appointment schedule.
Manage Appointment Requests Button titled "Web Requests" above Appointment calendar	Enables staff members to accept or deny appointments that have been requested from clients trying to book things online.
Make Appointments	Enables the staff member to book appointments in general.
Make Past Appointments	Enables the user to create an appointment that have occurred in the past. *Must have Make Appointments permission enabled
Modify Appointments Appointment tab => Click on the client's name in an appointment	Enables the user to modify existing appointments such as changing the session type, instructor, client, or start time.
Override Appointment Lengths Booking appointments on Appointment tab	Enables the staff member to override the default appointment length for each session type
Cancel Appointments	Enables the staff member to cancel booked appointments
Apply Payment Appointments tab => Modify Appointment screen	Enables the user to apply payment for an appointment without checking the client out. This means that the client must pay for an appointment that they never showed up for (aka Late Cancel).
Checkout Appointments Appointments tab => Modify Appointment screen	Lets the staff member collect payment and mark the client as present for the appointment.
Override Appointment Type Rules Toolbox => Setup => Staff => Users & Groups => (look up a group) Override Appointment Type Rules	If your site uses session types, we have a new permission titled "Override Appointment Type Rules." Enables user to see a new checkbox on the Modify Appointment screen titled "Override Session Type Rules." Click this checkbox while checking out an appointment to allow the client to use any series on their account, as long as that series belongs to the appointment's program. *Site must use session types.

Clients Section

View Client Profile Each client's Profile screen	Ability to view every client's Profile screen, which includes billing information and contact info
Edit Client Profile	Ability to edit every client's Profile screen, which includes billing information and contact info
View All Locations in Client Lookup Clients => Client Lookup	If you use the MINDBODY system to manage a multiple location business, then this permission will allow your staff to view clients from all locations on Client Lookup screens. Must disable Manually Select Work Locations permission above Must assign the staff member to a work location
Add Client	Permission to add new clients
Edit Client Master List	This is related to cross regional sites (usually belonging to franchises) only. If your site is not cross regional, you will not see this permission. This permission enables users to edit all clients in all regions.
Assign Client Indexes Inside each client's profile screen	Ability to assign a client index to a client inside the client's Profile screen. Learn more about Client Indexes by clicking here.
Manage Client Suspensions Account Details screen for each client with a contract	Add and remove account suspensions inside client's Account Details screen. Suspensions disable specific clients from signing up for classes,workshops, and appointments online.
View Client Visit History Client's Visits screen	View a client's Visits screen, which lists all of their visits with your business.
View Client Account/Purchase History Client's Purchases and Account Details screen	View the client Accounts and Contracts tab and the Purchase History tab.
Edit Client's Series Duration Account Details screen => Edit link for the series	The ability to edit the duration of a series after a client has bought it, for example, the ability to turn a 1-week series into a 1-month series.
Edit Client's Series Count &Sessions Account Details screen => Edit link for the series	Edit the number of sessions available in a series from the Client Account Detail tab. For example, change the number of yoga sessions purchased on a 5-class card from 5 to 6.
Override Program (Classes/Events)Rules When Reassigning Payments Account Details screen => Show Visits link for the series	Move visits from one purchase to another that is unrelated to the visit being moved. For example, move a yoga class visit from a yoga class card to a massage series.
View AutoPay Schedule & History	This controls whether your staff members can view two of your clients' AutoPay screens: AutoPay Schedule and AutoPay History.
Add/Edit AutoPay Schedules	This controls your staff members' abilities to edit or add new AutoPays.
View Client Documents Documents tab for a client	Ability to view the documents (e.g., MS Word documents, MS Excel documents, PDFs) that you have uploaded into your clients' accounts. You must have Client Documents Upload* enabled in General Setup & Options screen. Click here for more information.
Add New Client Documents Documents tab for a client	Ability to upload documents (e.g., MS Word documents, MS Excel documents, PDFs) into your clients' accounts. For this to work, you must have the feature above titled View Client Documents* enabled You must have Client Documents Upload* enabled in General Setup & Options screen. Click here for more information.
Delete Client Documents Documents tab for a client	Ability to delete the documents that you have uploaded into your clients' accounts. For this to work, you must have the feature above titled View Client Documents* enabled You must have Client Documents Upload* enabled in General Setup & Options screen. Click here for more information.
View Client Schedule Schedule button for each client	View and print a client schedule from the Client Schedule tab
View Client Billing Information Clients => Lookup Client => Profile screen	View client billing information (e.g., last four numbers of credit card, billing address, credit card expiration date) on each client's Profile screen.
Edit Client Billing Information Clients => Lookup Client => Profile screen	View and edit Client billing information from the client's Profile tab (e.g., last four numbers of credit card, billing address, credit card expiration date).
Manage Client Security Verification Clients => Security Verification	Verify account logins created online correctly match existing accounts created in studio before granting client access to their personal information. Click here for more information.
Administer Client logins Clients => Lookup Client => Profile screen	Create logins for your clients from the middle column of each client's Profile screen.
Unassign Client Gift Cards Clients => Lookup Client => Account Details screen	The ability to unassign an assignable gift card on a client's Account Details screen after he or she has purchased an assignable gift card.
Override Cancel Policy	Early cancel appointments, classes, and events past the cancellation window so that clients are not charged for a late cancellation. Cancellation polices are set on the following two screens: Toolbox => Setup => Appointment Options Toolbox => Setup => Class/Event Options
Launch Sign-In Screen -Sign-In tab (if enabled) -Clients => Sign-In	Be able to use the Sign-In tab to sign clients in for classes and workshops and mark people arrived for appointments as opposed to going to the individual schedule pages.
Delete Client Contracts Clients => Lookup Clients => Account Details	Ability to delete contract on a client's Account Details screen. Deleting a contract also removes all associated auto pay schedules that were created with the sales of the contract.
Release Contract Deposits Clients => Lookup Clients => Account Details	Release contract deposits puts the originally paid deposit on the client's account as a credit. Enabling this allows the your staff member to perform this action.
Manage Contracts - AutoRenew Status & Suspensions Clients => Lookup Clients => Account Details	Inside each client's Account Details screen, there is a checkbox that indicates if the contract auto renews at the end of its date. If checked a new contract and auto pay schedule is automatically generated. Enabling this option allows the user to turn on or off the auto renew status for a contract. If your staff member has this permission, then they can also handle contract suspensions.
Manage Class Tests Clients => Class Tests Clients => Class Test Questions	Ability to set up the Class Tests feature inside your MINDBODY system.
Schedule Class Tests Classes tab	Ability to assign class tests to scheduled classes.
Required Fields Clients => Required Fields	Control what fields are required (e.g., phone number, email address) for your clients to create logins in consumer mode
Client Alerts Clients => Client Alerts	Ability to set up and enable Client Alerts
Setup Client Types & Client Indexes Clients => Client Types Clients => Client Indexes	Permission to view, edit, and delete client types and client indexes
Setup Referral Sources Clients => Referral Categories	Allow staff access to the Referral Category screen. They can add or delete referral types (e.g., friend, newspaper ad, etc...)
Setup Relationship Types Clients => Edit Relationship Types	Access to the Relationship Types screen, which defines the relationships that your clients can have with each other.

Reports Section

Report Exporting	The ability to click on the Export to Excel button that most of your reports have. This gives a staff member the ability to save your sensitive client data outside of your MINDBODY system.
Client Tagging	The ability to use theTag Clients feature on reports, classes, and workshops.
Staff Phone Book Reports => Staff => Phone Book	Access to staff phone list.
Schedule at a Glance / Attendance Reports => Schedule at a Glance	Access to the Schedule at a Glance report, which lists a daily view of every appointment, class, and workshop booking at your business for the day with the name of every client and staff member.
Schedule at a Glance / Attendance (Own Schedule ONLY) Reports => Schedule at a Glance	Only allows the staff member to see his or her bookings on the Schedule at a Glance report, which lists a daily view of every appointment, class, and workshop booking .
Attendance with Revenue Information Reports => Attendance with Revenue	View Attendance with Revenue report, which shows how much revenue each visit generates for your business.
Cancellations Reports => Cancellations	View Cancellations report, from which staff member can view and restore all canceled appointments/reservations for classes, workshops, and appointments.
Teacher View Own Cancellations Only Reports => Cancellations	The staff member can only view his or her own bookings on the Cancellations report, from which canceled classes, workshops, and appointments can be viewed and restored.
Account Balances & Invoices Reports => Clients & Accounts => Account Balances	View all client account balances and print invoices from the Account Balances report.
Bulk Schedule AutoPays from Account Balances Report	This permission allows for staff members to use the Schedule AutoPays button located on the Account Balances Report.
Event Invoices Reports => Clients & Accounts => Event Payments	Ability to view the payments that a client has made to pay off their workshops on the Event Payments Report.
Cash Drawer - Run for Current Date Only Reports => Sales => Cash Drawer	Ability to view the Cash Drawer Report for the current day only.
Cash Drawer - Run for Date Range Reports => Sales => Cash Drawer	Ability to view the Cash Drawer Report for a specified date range.
Daily Closeout Reports => Sales => Daily Closeout	The ability to run the Daily Closeout Report and close out data.
Sales / Sales by Category / Sales by Service Reports => Sales => Sales OR Sales by Category OR Sales by Service	View the sales reports for Sales, Sales by Category (e.g. classes, massage, products), and Sales by Services (series & packages sold). You must enable this permission and the "Marketing" Permission to view the Returns Report.
Sales by Supplier / Sales by Product -Reports => Sales => Sales by Supplier OR Sales by Product -Reports => Inventory => Sales by Supplier OR Sales by Product	View the Sales by Supplier and Sales by Product reports, which provide reports for all retail products sold.
Inventory Reports => Inventory	Grants access to the Inventory on Hand Report and Inventory Change Log, both help manage the location and stock count of inventory items.
Marketing Reports => Marketing	Grants access to all reports in the Marketing section, including the Mailers & Data Exports Report. You must enable this permission and the "Sales / Sales by Category / Sales by Service" Permission to view the Returns Report.
Analysis Reports => Analysis	Grants access to all reports in the Analysis section of your Reports Menu, including the Attendance Analysis Report.
Client Indexes Reports => Clients & Accounts => Client Indexes	Permission to run the Client Indexes Report.
Payroll Report/Tips (All Instructors) Reports -Reports => Staff => Payroll -Reports => Staff => Tips	Gives staff member full access to the Payroll and Tips Report. They can see everyone's payroll information, including how much people are paid.
Payroll Report/Tips (Teacher can view their own ONLY) -Reports => Staff => Payroll -Reports => Staff => Tips	Only gives staff member permission to view his or her own Payroll and Tips Report. They cannot see other staff member's pay information.
Online Metrics Reports => Analysis => Online Metrics	Access to the Online Metrics report, which displays statistics for new accounts, client entries, client booked reservations, client booked appointments, client purchases, and gift card purchases made online
Retention Management Reports => Clients & Accounts => Retention Management	Access to the Retention Management Report, which was designed to work with the 3rd party company which can be found at www.RetentionManagement.com.
Entry Logs Reports => Entry Logs	This report allows you to view log in times for all of your clients and staff members, including client arrivals through sign in and self sign in windows.
Membership Reports Reports => Memberships	Permission to run the two reports in the Memberships section of your reports.
Online Store Reports Reports => Online Store	Permission to view reports in the Online Store section. If you sell retail online, this report shows you all pending, backordered and shipped orders. With these reports, you can update orders, add tracking numbers, and print packing slips.

Time Clock Section

Clock In/Out Toolbox => Timeclock	The ability to clock oneself in and out using the system's time clock.
Clock Other Employees In/Out Toolbox => Timeclock	Clock other employees in and out of their shift using the MINDBODY time clock.
View All Clock Ins and Clock Outs Toolbox => Timeclock	View a report of all employee's clock in and clock out times.
Edit Clock Ins and Clock Outs Toolbox => Timeclock	Edit clock in and clock out times for all employees.

Fitlink Section

*This section only appears if you have MINDBODY Fitlink enabled on your system.

Sales Closeout Toolbox => Fitlink	Close Sales reports for the day to export out of software.
Payroll Closeout Toolbox => Fitlink	Close Pay Roll reports to export out of software.
Open Closed Sales Toolbox => Fitlink	Re-open closed sales data.
Open Closed Payroll Toolbox => Fitlink	Re-open closed payroll data.
Download Closed Data Toolbox => Fitlink	Download closed data from software to Fitlink.

Sales Team Management Section

Setup Contact Log Types

Clients => Contact Log Types

Click here to learn more about Sales Team Management

Edit contact log types (e.g., Customer Complaint, Progress, Billing Question) for contact logs. Contact log types are the category of the log (this is not the contact method).

View Contact Logs

Clients => Lookup Client => Contact Logs

View all written contact logs inside each client's Contact Logs tab.

Add Contact Logs

Clients => Lookup Client => Contact Logs

The ability to add contact logs to client accounts.

Edit Other People's Logs / Assign Followups to Other People

Clients => Lookup Client => Contact Logs

If enabled, the staff member can edit other staff member's contact logs. Also, they can assign follow ups, which is where the staff member with this permission can request another staff member to follow up with a contact log. Click here for more information.

Remove Contact Logs

Clients => Lookup Client => Contact Logs

If this permission is enabled, then anyone in the group can remove contact logs, even if they were created by other staff members.

Contact Log Analysis Report

Reports => Clients & Accounts => Contact Logs

Ability to run Contact Log Analysis Report to find all assigned followups, logs generated by specific people, and the top ten clients with the most number of contact logs.

Sales Forecast Report

Reports => Sales => Sales Forecasting

Run a report of expected sales, the probability of closing and expected sales close amounts.

*Must have Sales Team Management enabled

Ability to View All Clients

Applies to screens that involve looking up clients

This is partially a sales rep permission, but affects every person that logs into your system. For anyone marked as a sales rep in the teacher and staff information page, they can only look up and view clients and prospects where they are the assigned sales rep. If a non sales rep does not have this permission, they can only view client information for clients scheduled in their class, or on their appointment book, but they cannot look up the client up. They can only click the client's name from the sign in sheet or appointment detail screen.

Assign/Change Sales Reps

Clients => Lookup Client => Client's Profile screen

Staff with this permission can change the assigned sales rep inside each client's Profile screen. You must have a couple things enabled for this to work. Click here for more information.

Ability to Create Open Tickets (without being able to ring up sales)

Retail tab

Ability to create an open ticket for a client sale, but does not include the ability to actually complete the sales transaction. This allows service providers to create tickets, but another permission group, one with permission to the Retail tab, to actually collect the money (typically the front desk staff or manager).

*If you set this up, make sure another permission group has Access to Retail/Buy tab enabled above or the owner will be the only login that can complete sales transaction on the Retail tab.

Ability to Edit Others Open Tickets

Retail tab

This permission enables you to edit open tickets created by another user.

View Batch & Review Payment Processing => Batch & Review	Allow the staff member to view unsettled, voided, and settled transactions on the Batch & Review screen.
Void Credit Card Transactions Inside the client's All Purchases screen	Allow the staff member to void unsettled credit card transactions.
Settle Credit Card Transactions Payment Processing => Batch & Review	Allow the staff member to settle unsettled credit card transactions on the Batch & Review screen.
Run Stored Credit Cards Retail tab	Allow the staff member to process a sale using stored credit card information that was saved earlier into the bottom of each client's Profile screen.
AutoPays Clients => Lookup Client (look up a client) => Profile => AutoPay links at the bottom of the screen	Allow the staff member to schedule and edit auto pays.

Users and Groups

Permission Groups

Creating Logins for your Staff Members

Defining Every Single Permission