Would you like to assign some specific permissions to each of your Users? You can do so with Custom roles!

The default roles set up in Trybe are; Therapist, Standard, Spa Manager, Intake forms, Inventory and Reports (see guide for more details on these). Therapist roles for example can only view Order and Client data in the system and cannot edit any data. You may have a Head Therapist, who should be able to amend Client data if at all needed. With custom roles, you could create a new 'Head Therapist' role to provide them with that additional access.

To access the Custom Role settings, you will need to have 'Organisation Manager' permission. This currently can only be added to your User account by Trybe admin. If you are in a position to create and manage Organisational user roles, please contact [email protected] to request this access.

Once you have the required permission level click on Settings > System > Manage Roles:

You will be able to see all the usual roles (e.g. Therapist, Standard, Spa Manager, Reports and Inventory), and a number of permissions allocated to each role (highlighted in the screenshot below). The number of permissions will depend on how many permissions are included in each role.

You can edit the existing permissions by either clicking on the User role, or by using the three dots on the right hand side.

To create additional roles custom to your Site, select the '+ New role' button in the top right of the screen.

A pop up screen will appear asking you to create a name for the new role i.e. Head Therapist

Once you have created the name > select Create. You will then be directed to a new page, with a tab called 'Permissions': this is where you can toggle however many permissions you would like to assign to this user role.

For ease, we are breaking down each section, as follows:

You can toggle the various permissions, and this will allow your users to:

This permission allows the Users to see and access the Client section in Trybe. With access to the Client list they will be able to search for and view client profiles and their data, such as memberships and payment methods (read-only). The only actions they can do are;

If a user attempts to edit a Client profile they will be met with a warning informing them they don't have the required permission, as below.

This will allow your Users to create and manage clients and their data, memberships and payment methods.

Don’t forget to also toggle the previous permission “View clients (in read-only mode)”.

By toggling on this option, the user would be able to view clients and then also create a new client profile, manage any membership and so on. The main actions they'll be able to do are:

Only Users with the “Spa Manager” access can unlock a client's profile by default. To lock a clients profile in the first place, a user will require the above 'Create and Manage' clients user permission above. With this permission, the user will be able to lock a client’s profile to prevent users and the customer from making unmonitored changes to a clients contact details.

You can give the ability for the user to reverse this and unlock the client profile; remember, this permission is already included in the “Spa Manager” role.

Please view this guide for more information on how to Lock and Unlock a client profile.

This permission will require you to also toggle on the permissions “View clients (in read-only mode)” & "Create and Manage clients".

This access level can be granted to Users with the “Inventory Manager” and/or “Spa Manager” access.

However, you can assign these permissions to some of your team members who could help with the inventory operations (and while User role is not set to "Inventory Manager" or "Spa Manager"). You can choose between:

The Users with such permission will be able to see, on read-only function, the various stock items and any adjustment, stock orders and stocktakes - you can retrieve these sections on the left panel of Trybe system.

The Inventory pages will clearly indicate to the user they are in 'Read only' mode. Meaning any tools to edit stock items, stock takes and stock orders will be greyed out and won't be clickable (see above screenshot). You will need to assign them the “Inventory Manager” User Role instead or the "Create and manage inventory stock items" permission, below.

With this permission, Users will be able to create and manage inventory stock brands, categories, items and any stock adjustments, suppliers and other related data. These details can be found in Settings > Inventory.

This permission allows the user to:

Don’t forget to toggle also the previous permission “View Inventory (read-only)”

Should you also wish for the user to be able to;

You will need to give the user 'Read only' access to Settings to allow them to access this section. They will only be able to edit Stock Settings, all other settings will be in Read Only mode.

Users with the “Report” role have access to view and download reports. However, if you'd like your e.g. Head Therapist to access the Reports, you will be able to assign some specific permissions to their role.

With this permission, the Users won't be able to see the reports in the "Home" page. You will need to allow these separately via the "4. Dashboard" permissions, below.

We have broken down the two Report permissions:

With this App Permission, the User can view all reports and choose to subscribe/unsubscribe to receive the end of day summary in 'Email notification' settings (see guide on how to receive the summary).

The User can also view Fiscalisation actions, including receipts (if you operate in a country that requires Fiscalisation, please contact Support for any queries).

Finally, Users with this permission can also view Trybe Pay payouts and billing information.

With this type of access, Users cannot see the following reports:

Thanks to this permission, the User can also export and download all the reports they can view via the above permission (except "Appointments" and "Sessions" under "Sales", and anything related to the "Memberships" section, unless the additional permissions have been given).

Don’t forget to toggle also the previous permission “View Reports (read-only)”

You can assign this permission to anyone you'd like to have access to the dashboards located in the home page (see below). The User with this permission will be able to read the information available in these reports; the daily reports cannot be downloaded.

The Revenue Projection Report is the only dashboard report that has an Export option. The user will require the permission above "Export & Download Reports" to be able to download this dashboard report.

If you wish to give the User permission to see other Reports, you can do so in the relevant permission usage, "3. Reports" (previous point).

As per the default roles, the User needs to have at least the “Standard” access to be able to create and manage reservations. With the reservation permissions, you can assign the following to any team member who could help with the reservation process!

Users with this permission can view the calendar and reservations made via orders and visits - they cannot amend anything, as they are on a “Read-only” permission.

This permission also includes:

Remember, these permissions are on "Read-Only". If the User attempts to edit anything within an order, they will be met with an 'Unauthorised' response.

Thanks to this permission, the Users can see and edit everything that falls in the "View reservations (read-only)" access and create and manage blocked times and notes, amend or remove items in the reservations made via orders, enquiries and visits, and download the Appointments and Sessions reports. Moreover, they can:

Don’t forget to toggle also the previous permission “View reservations (read-only)”

This is an extra permission that you can assign, as needed: Users with this will be able to unlock orders. This could come in hand if they leave a note in the order, and need to temporarily lock it; once done, they can unlock it without requesting the assistance of a User with a e.g. “Spa Manager” role. See guide on how to lock and unlock orders.

This functionality to lock orders is already included in the permission "Create and Manage reservations".

Don’t forget to toggle also the previous permission “Create & Manage reservations”

With this permission, the User is able to override booking rules (for appointments, area bookings and packages), such as practitioner or room availability when managing and submitting orders. Users with the "Spa Manager" access will be able to perform this function by default. You could give this function to e.g. your users with a “Standard” access, so they can create more bookings and generate more income. The "override booking rules" function should always be used by discretion of the Spa Manager.

Please see a guide here on how to override the booking rules.

This permission will require the user to at least have the permission “View reservations (read-only)”

Users with “Spa Manager” access can access the Settings by default. You have the option to assign various Users with the ability to:

Users with this permission can view settings (except "Shared Settings" / "User settings" / "Practitioner settings" - see more details on these below). They can also preview email branding and receive Gantner usage notifications and other device information.

When a user with "View settings" permissions clicks into the Settings page it clearly indicates to the user they are in 'Read only' mode. Meaning any tools to edit settings will be greyed out and won't be clickable (see below screenshot).

Users can create and manage settings, including integrations.

They will be able to access all areas given by the "View settings" permission and create, edit and manage settings in these areas. Unless extra permissions have been given they won't be able to Edit the:

Both are additional permissions below. They will be able to still see the sections, but if attempting to access the settings, if they don't have the permissions, these user will be blocked from viewing and/or editing the details within the settings.

Don’t forget to toggle also the previous permission “View settings (read-only)”

Within shared settings, you have two options; these can be useful if your organisation has two or more sites in Trybe.

This permission allows Users to view settings which are shared across the site's organisation, such as the SSO integration (read-only). Also, the following shared settings will be visible with this permission:

With this permission, you can actually create and manage settings which are shared across your site's organisation, such as the SSO integration. In particular, you can manage and create:

Don’t forget to toggle also the previous permission “View settings which are shared across your site's organisation (read-only)”

You have the options to view only, or manage Users. As follows:

This permission allows you to view users at your site and roles for your organisation on a read-only permission.

With this permission, you can create and manage users (see guide) at your site and roles for your organisation.

Don’t forget to toggle also the previous permission “View internal users (read-only)”

With this type of permission toggled on, your Users can issue a refund in an order (see guide on how to cancel a booking and refund) or for a membership charge (you can find more information here). Users with this type of access need to have the "Create and manage reservations" access in "Reservations".

This is the area dedicated to the rotas, and we offer two different permissions.

Users with this permission can only view the rotas on a "read-only" basis. See the guide on how to see the practitioner's upcoming appointments.

If a User with the "View practitioner rotas (read-only)" permission attempts to amend anything in the rota, they will be met with an 'Unauthorised' response.

Users with this permission can view, create and manage the practitioner rota. Here you can find a handy guide on how to create a rota, while here there's a guide on how to see the practitioner's upcoming appointments.

Don’t forget to toggle also the previous permission “View practitioner rotas (read-only)”. They will also require the "View Settings" permission to be able to access the Practitioner Settings.

There is an "Intake form" role that you can add to any user as an additional role. However, you can also now add this permission on as part of your own custom role. By toggling this permission on, Users can view and print intake forms (see guide) for orders.

When you give this permission to your Users, they will be able to access guests' personal information (based on the type of Intake form created); there will be a second step to verify their identity: based on the type of access, you could have the two-factor authentication step (see guide on how to enable this here) or you may be asked to key in your password (connected to your Trybe account) to access the Intake forms.

Once you have established the permissions you require for a User role and you have created the role as per the above steps, it's time to create a profile for all of your Users, by inviting them to complete their profile registration on Trybe.

To create a profile, head to Settings > System > Manage Users > click on "New Users". Here you can find a handy guide on how to create a new User.

Once you create a new User, you will be redirected to the relevant profile page. If you click on the tab "Permissions" and select the user's name or click on the little arrow (as highlighted below):

A pop-up will appear, inviting you to manage the User role:

Toggle and un-toggle as needed, so that the User has the correct access. Once you are happy with the result, click on "Close" and you are good to go!

Any further questions regarding User permission roles please contact [email protected].