BookingLive: Online Booking System

Managing roles and permissions

Overview

  • Understand roles and security groups
  • Learn how to create a security group
  • Learn how to assign a role to a security group or members
  • Learn how to restrict access by IP address

Before we begin:

  • Make sure you are in the "Security" section on the navigation tabs.

Explaining security groups and roles

Security groups are collections of users, and whatever permissions they have apply to a subset of pages. So, for example, the marketing team could have access to the parts of the website dealing with marketing, and the development team could have access to the parts of the website dealing with development.


Using groups

Each CMS user for your website belongs to one or more groups. For example, you may have a group who can only access the News section of your website, and another group who can only access the Events section of your website. The users in each group would be the people who manage the content for the respective section.

Unlike roles, there are no basic groups that typically apply to all sites. Instead, the groups you set up depend on your organisation, and who is involved in updating your website.We recommend you think about who manages which areas or sections of your website, and then create groups based on those areas of responsibility.

Creating a new security group

To create a new Security Group, click the Create button in the top of the Contents pane. Put the name of the group in the "Group Name" field in the "Members" tab in the Editing Pane.  Save the group by pressing the Save button in the bottom right hand corner of the editing pane.

Note: We recommend you set up a top-level group for your entire site, as well as for each section that is managed by specific people.

You can nest groups, and create sub-groups which may represent different roles The parent group acts as a place to organise different subgroups.  In this case, it's probably best not to add members directly to the parent group. 

Adding members to groups

Once you have created a group, you can then add members to the group. First, find the security group you want to add members to in the Content Pane.  Click on it, and then click on the "Members" tab in the Editing Pane.

Starting to type in the first name, last name, or e-mail address in the appropriate fields will give you a drop-down choice of autocomplete names. If you see the name you are looking for, click on it, and click "Add" to the right of the fields.

If you wish to add a new member instead of choosing from an already established member, you can click the "Add Member" button in the bottom right hand corner of the editing pane.

Note:

Users can be in multiple groups.  If you delete a user from a group, they are only removed from that group, not from the system.  To fully delete a user, you need to be in the root of Security.  You can reach the security group root by clicking on "Security Groups" at the top of the Contents Pane.  It will have an icon of a globe next to it.

 

Editing and deleting groups

To edit a group, click the group name in the site tree. This opens the group details. You can change the group name, and add, edit or delete members. Note that a single user can belong to more than one group.

To delete a group, click Delete. This gives you checkboxes next to each group. Select the group(s) you want to delete, then click Delete the selected groups (you will be asked for confirmation). Note that deleting a group does not delete its members.

Managing Group Permissions

There are two sets of permissions that can be applied to group.
- Access to new main areas of the system (Pages, Security, Admin etc)
- Access to sub areas of the system (Ability to see Activity in Admin, Ability to see Schedules)
Main Permissions
To allow members of certain groups to access certain main areas, you can use the permissions tab when viewing a group. These should be self explanatory, and the number of options available may differ depending on your plan.
Once done, click Save.

Sub Areas

Only available on some systems

In some cases, you may want to make very specific groups, locked down to certain areas of the system. For this you'll use the Access tab. If you haven't specified an Access set of permissions, the group will simply just inherit the system defaults (set by BookingLive)
1. Go to your Security Group
2. Go to the Access Tab
3. Click "Create"
4. You can now set
- What widgets people in this group have access to
- What Data Objects (Activities, Schedules etc)
- What operations (SuperEdit / Refund / Additional Payments etc)
- What reports can be accessed
Important: Any changes must be made using the Save button within the form itself. Don't use the Save button next to Add Member, as this won't save your changes

Restricting access by IP address

To restrict access by IP address, click on the IP address tab in the Editing Pane, and add your IP address ranges to the box.  Only those users signing in from a computer in a valid IP address range will be able to access the site.

 

Give your staff a login

If you want your staff member to login and view their manifests, reports etc, follow these steps:

  1. Go to the SECURITY module
  2. Create a new staff group
  3. Create a new staff member
  4. Assign what areas of the system they have permission to access when logged in
  5. To link staff to a location please see Activity Supplier

How to link an Activity Supplier to a Login

  • Once you have created a user login Go to ADMIN SETTINGS > ACTIVITY SUPPLIER
  • Link the activity supplier to a user under the MEMBER ACCOUNT dropdown
  • Hit SAVE