Assigning Roles and Privileges in Kenko

Assigning roles and privileges is a crucial step before adding your staff to Kenko. This ensures every staff member has the right level of access inside the CRM, nothing more, nothing less.

Getting Started

To get started, go to Settings, then Roles and Privileges. Setting up roles happens in two steps:

1. Edit or create the roles and define the permissions for each role.

2. Assign those roles to your staff members.

Step 1: Define Roles and Permissions

When you open the Roles and Privileges settings, you'll see several default roles. You can edit any of them or click Add New Role to create a new one. Let's click Edit to go through each of the permissions in detail:

• Contacts and POS Access: Allow staff to view customer details and make sales. Example: Enable for front desk or sales staff.

• Show Contact Details: Controls whether staff can view personal data like email or phone number. Example: Enable for operations, disable for part-time instructors to maintain privacy.

• Calendar Access: Allows viewing and editing of events on the calendar. Example: Enable for managers and front desk, disable for financial analyst.

• Tasks: Controls who can create, edit, or manage tasks.

• Marketing: Enable this for staff who manage marketing campaigns and automations. Example: Enable for admin or marketing coordinator, disable for instructors.

• Reports: Manage who can view analytics and business insights. Example: Enable for owners or managers, disable for instructors.

• Delete Events: Only allow select staff members access to delete classes, appointments, or courses from the calendar. Example: Enable for admin or studio manager.

• Manage Substitution Requests: Useful for whoever coordinates event substitutions. Example: Enable for front desk and instructors.

• Access to Settings: Includes access to the entire general settings section, including taxes, waivers, payments, design settings, and more. Example: Restrict to owner or admin only.

• Setup: Controls who can create memberships, class schedules, appointments, courses, payroll, etc. Example: Enable for admin or front desk.

• Add New Staff: Example: Enable for owners or front desk.

• Staff Attendance: Controls who can clock in/out staff or manage their attendance. Example: Enable for front desk.

• Roles and Privileges: This section. Example: Restrict to admin roles.

• Account and Billing: Controls access to your Kenko subscription and billing details. Example: Restrict to owner or financial manager.

• Inbox: Decide who can read and respond to customer messages. Example: Enable for front desk, disable for instructors.

• Website Builder: Example: Enable only for staff responsible for your website.

• Business App Permissions: Control who can add or edit events from the business app. Example: Allow all instructor visibility only for front desk.

Once you've adjusted the permissions, click Save Changes. Go ahead and edit the permissions for each role before moving on to step two.

Step 2: Assign Roles to Staff

Now, you can assign these roles to your staff. You can do so from right here by clicking on Accounts against each role. You can either update permissions for staff or click on Add Account to assign the role to a new staff member. Simply select the staff and hit Save Changes.

Alternatively, you can also assign roles by heading to Setup > Staff. Here, click on any staff, head to Profile, click Edit Profile, and select the role to be assigned from those you just created under Roles and Privileges.

Conclusion

With Roles and Privileges set up correctly, every team member will have exactly the access they need, helping you maintain security, accuracy, and smooth operations across your entire studio.