Roles and Permissions
How to create new roles and assign permissions
Everything in the AgileTix software and web portal runs on a collection of permissions that exist quietly in the background. These permissions are tied to what we call roles but are commonly referred to elsewhere as groups. You may place any number of people into a role and a person may have any number of roles, with the system granting the highest available permissions across all roles.
While it is possible to create roles and assign permissions in the web portal, initial setup is best performed from the Windows app as it better represents the folder-based environment permissions target. You will find Roles and Permissions in the Security folder which you can find at both the reginal and local organization levels. Under specific circumstances, permissions can also be found inside a blue folder.
The only roles that will be built for you by the implementation team are Administrator, which will have everything, and Sales, which will have PoS permissions and little else.
In the User Roles section of any Security folder, you will find a list of every role you have.
Right-click this area and select New to add a new user Role to this List. Here you have to provide the name of this role and if this is a regional or local role. Pick regional to have this role apply across multiple local orgs that share a domain and a specific local org to limit this role. Click OK to Save this new Role.
To set or make changes to existing roles locate Permissions in the security folder. Use the User Role drop-down to call up the individual permissions for that role.
These permissions are broken into groups using the tabs at the top of the permissions area which change based on where you have found this permissions folder. Once a tab opens you will have columns of information and check-boxes some or all of which may be present.
Function Area - Is the name of this permission.
Description - Tells you what this permission will allow when activated.
View - Checking this box will let these users see this part of the system.
Update - Checking this box will let these users make changes to this part of the system.
Allow - Gives the ability to view and update this this part of the system.
You can enable or disable every check box in a column by left-clicking the header of that column.
At the highest level of your organization, under the regional icon, you will find the permissions that grant access to the system itself. Some but not all of the permissions found here can also be found under your local org.
At this level you have permissions broken up by which part of the system they affect. On those tabs, items are arranged into groups based on what they do.
Break-down of permissions found at the regional level
On the Administration tab you will find the permissions that control access to the regional level of this organization.
1 / Merchant - Controls who can make changes to your merchant information. Once set these will rarely need adjustment so very few people will need this ability.
2 / Customers - These grant access to the functions of the green customer relations folder at the regional level. Anyone who works with customers or needs to create accounts may need some or all of these.
3 / System - These control the settings folder and who can create new local orgs which will rarely need to happen. Ticket Formats is the only area here that is commonly accessed after initial setup.
4 / New Users - These are what you are doing right now and the average manager will only need Users.
This sales tab has very few options and they are all for admin-level staff.
Nested under that regional icon you will have as few as one but possibly many more local orgs all represented by an icon that looks like a house. You will find the bulk of your permissions here including the ones that allow for reporting.
Break-down of permissions found at the local level
On the Administration tab you will find the permissions that control access to the local level of this organization. This will be the vast majority of all permissions.
1 / Merchant and Accounting - Many of these are needed only for initial setup and the rest are high level price change activities.
2 / Catalog - Allows for creating and changing the inventory for all merchandise, concessions, and ticket packs.
3 / Customer -These grant access to the functions of the green customer relations folder at the local level. Anyone who works with customers or needs to create accounts may need some or all of these.
4 / Donor - Controls the integration with external donor services such as donor perfect.
5 / Shows and Events - These control all aspects of show and events creation except for price setting.
6 / Ticket Scanning - These control how scanning is setup and what gets scanned.
7 / Gift Cards - Allows editing of gift card programs
8 / Memberships - Controls past, present, and future memberships.
9 /System and Donation - These control the ability to create shows, events, and donations or make changes to them
10 /Prices - Control the creation and editing of pricing
11 /Promotions - Allows for the creation of promo codes
12 /Season Tickets - Allows for the creation of Packages
13 /New Users - These are what you are doing right now and the average manager will only need Users.
14 /Web - Allows the creation of web links and altering the web backend where tickets are sold.
The Sales tab controls the nuance of what someone has the authority to sell as well as the functionality of the PoS system. This is where you will find many of the permissions that allow for day-to-day sales operations.
1 / Order Discount - Allows discounting individual items or entire orders.
2 / Buyer Types - Controls the channels in which sales happen, these are rarely used outside of member presales.
3 / Donors - Controls external donor management such as Donor Perfect.
4 / Inventory - Allows access to the inventory list.
5 / Restricted Inventory - Gives the ability to sell restricted items.
6 / Post-Event Changes - Allows changes to past orders and fulfilled items.
7 / Membership - Allows changes and override powers for membership items
8 / Order Fees - allows access to restricted order fees
9 /Packages - allows access to restricted package prices
10 /Payment Restrictions - Gives access to restricted payment types that are not common. Internal would be an example of a restricted payment type.
11 / Point of Sale - Controls the settings in the Point of Sale which are saved at the terminal level.
12 /Pricing Restrictions - Allows access to restricted prices which are commonly attached to promo codes and membership benefits.
13 /Package Override - Allows partial package sales.
14 / Post-Event Sales - Allows the selling of items past the on-sale date.
15 /Account Balance - Allows for both the spending of account balances and for returning cash change as an account balance.
16 / Terminal Keys - Allows for changes to the terminal key, which is not common and can incur charges.
17 / Open Credit Card Refund - Allows for returning funds to a card other than that of purchase.
18 / Free Forms Tickets - Gives access to free forms ticket creation.
19 / Sale Overrides - Controls override powers and what is affected.
20 / Searching - Allows for searching and selling items in PoS, this is needed for basic sales.
21 / Deferred Balances - Allows printing ticket with a remaining balance.
22 / Fulfillment - Controls fulfilling orders from the purchase queue in groups.
On the reports tab you will find permissions for every available report, check the box next to any or all of them to grant access. You can learn more about report Here.
1 / Reporting - This must be enabled to grant access to reporting
2 / User Batches - Grants access to user batches, which are generated during a work shift.
3 / Subscriptions - Allows the viewing of report subscriptions other than your own.
4 / Reports - Everything from this point forward grants access to one individual report.
Lastly, you can enable permissions inside any blue folder as a way to further restrict access to that specific folder.
Break-down of permissions found at the blue folder level
On the Administration tab you will find the permissions that control access to this specific folder. At this level, you will also notice a new check box at the bottom of each page marked Inherit Permissions. When checked, this folder will check the local level permissions and copy them here where applicable.
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If any permissions have changed make sure to save them with the Apply button and then have users who would be affected log out of the system and back in to have them take effect. Swapping from admin to sales and back will not work for picking up new permissions.
