Understanding User Access

Introduction

Understanding how to manage user access is crucial in Gymini to ensure the right people have the appropriate level of access to various resources. This guide will walk you through the different levels of user access and how to set them up effectively.

Levels of User Access

User access in Gymini can be categorized into two levels:

1. Gymini CRM/Agency Level: This level is for Gymini employees who need access to various client/location accounts under the Gymini CRM.

2. Client/Location Level: This level is for clients or individuals who should have access to a specific client or location account.

Setting Up Gymini CRM/Agency Level Access

Step 1: Navigate to Settings

• Access Settings: In the agency view, click on "Settings".

• Agency Team Management: Click on "Agency Team Management" to see a list of users with access to different client/location accounts.

Here you can add an employee, delete an employee and edit an employee.

Adding or editing an employee allows you to update:

1. Personal logo

2. First name

3. Last name

4. Email (login email)

5. Phone

6. Password (login password)

7. Permissions (see article)

8. User Type

   1. Agency: Grants them access to all accounts under the agency

   2. Account: Select individual accounts you would like them to have access to

9. Add Account

   1. If agency type is selected, the employee will receive notifications pertaining to the accounts selected here.

   2. If account type is selected, the employee will only have access to accounts selected here.

Step 2: Add an Agency Employee

• Add Employee: Click "Add Employee" on the top right.

• Enter Details: Fill in the first name, last name, and business email address (which will be used for login).

• Set Password: Set a password for the employee and note it down to notify them later.

• User Type: Set the user type to "Agency" to grant access to every location under the account.

• Add to Account: While not necessary, you can assign the employee to specific accounts for notification purposes.

Setting Up Client/Location Level Access

Here you or the client can add an employee, delete an employee and edit an employee.

Adding or editing an employee allows you to update:

1. Personal logo

2. First name

3. Last name

4. Email (login email)

5. Phone

6. Password (login password)

7. Permissions (see article)

Step 1: Choose a Client/Location

• Select Client/Location: Choose a client or location for which you want to create an employee access.

Step 2: Add a Client Employee

• Add Employee: Click "Add Employee".

• Enter Details: Fill in the necessary details.

• User Type: Set the user type to "Account".

• Add to Account: Select the specific account the employee should have access to.

Granting Access to Colleagues

Employees with access to a specific client/location account can grant access to their colleagues without going through the agency owner. Here is how:

• Settings: Click on "Settings" on the bottom left.

• Team Management: Click on "Team Management" (not "Agency Team Management").

• Add Employee: Follow the same steps to add an employee, noting that they will only have "Account" type access.

Conclusion

Understanding and setting up user access in Gymini helps in maintaining a structured and secure environment where different users have the appropriate level of access based on their roles and responsibilities. It ensures smooth operations and efficient management of various accounts under an agency.

For any further questions, feel free to reach out for assistance.