Managing permission groups
Last updated: December 11, 2024
Heads up! You might not have access to perform this action.
By default, Dashboard users are not able to create or edit permission groups. To request access to create and edit permission groups, contact your administrator or FareHarbor Support.
Before making any changes, it may be helpful to review the permission group basics. This will help you to understand the various types of permission groups offered on your Dashboard and how they can be applied.
Editing a permission group
Once you have access to edit permission groups, you can do so by following the below steps:
- Go to Settings > Users & Permissions.
- Select the Permission Groups tab.
- Click Edit » next to the group you’d like to edit.
- Check the box next to any actions you want to enable for that group, and uncheck the box next to actions you want to disable.
- Scroll down and click the Save button.
Note: If you’re unable to make changes, contact FareHarbor Support to request access.
Creating a new permission group
Tip: Instead of creating a new permission group, it’s often easier to duplicate an existing group that is similar to the one you want to create, then edit the duplicated group. To do this, see duplicating a permission group.
To create a new permission group:
- Go to Settings > Users & Permissions.
- Select the Permission Groups tab.
- Click the New permission group button and click on the link that says create a new group anyway
- Enter a name for your new group.
Select the permission group Type:
- Company: For staff members within your company
- Affiliate: For users of affiliate companies
- Partner: For staff members within your company, when they are making bookings for partner companies.
Click Create group. You will be taken to your new permission group.
- Check the boxes next to each action that you would like this group to be able to perform.
- Remember to do this for each tab on the permission group page: Bookings & Payments, Items & Availabilities, etc.
- Click Save.
Duplicating a permission group
When the permission group you want to create is similar to an existing group, it’s often easier to duplicate the existing group and make your changes from there. To do this:
- Go to Settings > Users & Permissions.
- Select the Permission Groups tab.
- Click Edit » next to the group you’d like to duplicate.
- Scroll down and click the Duplicate button. A popup will appear, asking you to confirm. Click OK.
- A notification at the bottom of the screen will let you know that the group has been duplicated.
- Type in a new name for your permission group, then scroll down and click Save.
Internal-only content. Don't copy and paste to anyone.
Here you can find additional information about specific permissions, if clients ask about them. Because we are actively working on improving the language and documentation for these permissions, we are keeping this information internal for now.
Bookings & Payments
Skip contact email / Skip contact phone: All permission groups will have these options enabled by default. However, if either or both are disabled, the user in that permission group will be required to enter in an email and/or phone number when creating a booking.
View line items / Create and edit line items: Line items are used to adjust the booking total on a completed booking. In the Dashboard, you’ll commonly see these referred to as expenses and discounts. Learn more about expenses and discounts.
Update only future bookings: Users with this permission will not be able to edit bookings on past availabilities. The only actions they’ll be able to take on past bookings are:
- Add/save card
- Edit contact info
- Add new bookings for the contact/start an order for the contact
- Add comments
- Send emails and texts
Make a new booking in the past
Things you can’t do with a past booking:
- Change resources
- Touch custom fields
- Add/remove/rebook
This permission goes hand in hand with the advanced company setting Allow limited updates to past bookings, which gives these users with this permission additional access to certain actions:
- Adding payment
- Refunding payment (including custom refunds)
- Editing custom fields
- Adding and removing line items
The “Allow limited updates to past bookings” setting should only be used for specific companies; please check with your manager or the FH Product Team before enabling.
Add in-store payments: Users with this permission can create bookings in your Dashboard with non-credit card payment methods, such as “cash” or “check.” These options can be customized under Settings > Bank & Payments > Payment Types. Learn more about payment types.
Set or edit custom booking totals: Users with this permission will be able to set a booking’s total to a fixed amount. Keep in mind that editing booking totals may affect the integrity of reports. Learn more about setting booking totals.
Items & Availabilities
View only assigned bookings and availabilities: This permission applies to users who have been assigned as crew. When enabled, crew members can only view and get notifications for availabilities and bookings they’ve been assigned to.
View blocks menu / Create and edit blocks: The blocks menu is located in the availability settings and allows logged-in users to reserve a certain number of spots to be booked by affiliates. Learn more about blocks.
Reporting
Add money to refund reserve from bank account: Users with this permission can transfer money from your connected bank account to your company’s refund reserve in FareHarbor, allowing you to hold money to use specifically for refunds. Learn more about adding to your refund reserve.
All advanced reports: Users with this permission will be able to view and create Advanced reports.
Setup
Manage in-store payment types: Users with this permission can customize which non-credit card payment methods are displayed when making direct bookings in your Dashboard, such as “cash” or “check.” These options are managed under Settings > Bank & Payments > Payment Types. Learn more about payment types.
Create and edit locations: The Locations section of your Dashboard is where you can edit your company address and add different locations to show to customers in emails and calendars. Learn more about locations.
Advanced
View amounts: Amounts refer to monetary amounts, such as prices, booking totals, and tax amounts. When a user does not have permission to view amounts, they may see amounts displayed as question marks in certain parts of the Dashboard:
View private custom fields: Users with this permission will be able to view and fill out private custom fields when creating a booking, and can also view the values of private custom fields on completed bookings. However, depending on the user’s other permissions, may not be able to edit private fields. Learn more about custom field visibility.
View capacities of availabilities: Capacity refers to how many spots have been booked on an availability, and how many are still available. When a user does not have permission to view capacities, they will not see any of these numbers, and will see a “call to book” or lock icon to indicate full or overbooked availabilities. Learn more about availabilities and capacity.
