User groups control the permissions assigned to individual users within Party Center Software. You can configure specific feature and page access for each role and assign them to your users as needed. These permissions can be managed from the Admin page > User Groups.
Each PCS facility is assigned three user groups by default: Administrator, Operator, and Supervisor.
Administrator roles contain all of the permissions within PCS and cannot be changed. Only assign this role to users you would like to have full access to the software.
The Operator and Supervisor roles are default roles that can be edited freely. You can manage these roles by clicking on the three dots or click 'Add User Group' to create a new role.
General
Basic information about your user group can be configured here.
Group Name- The name for your group. Each user group is required to have a name.
Description- The description is optional, where you can leave notes about the user group, describing who it should be assigned to.
Permissions
The specific permissions available in the software can be assigned here.
Downloads- Allows users to download certain reports in the software
- Closeout- Download the Closeout Report in .csv format
- Closeout Summary- Download the Closeout Summary Report in .csv format
- Customer List- Download the Customer List in .csv format
Memberships- Allows users to view and manage memberships within the system
- Plan Manager- Grants the user the ability to create, edit, activate, and delete membership plans
Online Booking- Allows users to configure various settings related to the online booking site
- Site Manager- Manage any options associated with online booking
Online Store- Allows users to configure various settings related to the online store
- Site Manager- Manage any options associated with online store
Party Orders- Various permissions related to parties in the system
- Assign Hosts- Able to assign specific users with a party host status to orders
- Clear Checklist Status- Able to remove checklist statuses from orders
- Reopen Closed Party Orders- Able to reopen party orders that have been closed
- Change Party Type- Able to change the party type after the order has been created
- Create One-Time Schedule- Able to create one time schedule slots on the schedule page
- Delete Incomplete Order- Able to delete incomplete orders created by other users
- Modify One-Time Schedule- Able to modify existing one time schedule slots
- View/Create Party Orders- Able to view existing party orders and create new ones
- Edit Incomplete Orders- Able to edit the status of incomplete orders
- View Incomplete Orders- Able to view incomplete orders in the system
POS Orders- Allows the user to access the point of sale system.
- Reopen Closed POS Orders- Allows the user to open previously closed orders
- View/Create POS Orders- Allows the user to use the point of sale and view orders created in it
Online Store Orders- Allows the user to interact with online store orders
- View Online Store Orders- Ability to view Online Store orders
Orders: General- Several permissions related to general orders functionality
- Apply Premade Discount- User can discount an item on an order, to a preset discount value. If a user does not have this permission, they can apply discounts through the point of sale only with the permission of another user that does have this permission
- Can Cancel Orders- Able to change the status of an order to 'Cancelled'
- Edit Package Products- Able to change packaged products in any order
- Refund Product- Able to issue refunds
- Search- Access to the search bar for any order in the system
- Change Product Price- Able to modify the price of specific products on an order
- Contact Log Editor- Able to delete correspondences in the contact log on an order
- Manage Discount- Access to the discounts page; the user can create/edit discounts
- Payments: Live Payment Processor- User can take payments on orders
- Toggle Tax Exempt Status- User can mark orders as tax exempt. Orders marked tax exempt cannot be unmarked as tax exempt
- Unlinked Refunds- User can process a refund for an unrelated to my transaction
System- Access to various system pages and features
- Activity Log- Allows the user to view the activity log
- Contact Log Type Manager- Add/Edit the categories that will be available for the contact log dropdown
- Custom Status Manager- Add/edit customer statuses
- Delete Individual Schedule Slot- Allows the user to use the Toggle Delete feature on the schedule page and delete individual party times
- Facility Information and Settings Manager- Allows the user to update Facility Information, Tax Rates, Payment Acceptance Modules, Facility Preferences, Online Text Sets, Policies
- POS Manager- Allows the user to create and edit POS buttons and screens
- Product Manager- Grants permission to create and edit all products and checklist items
- Referral Sources Manager- Lets users add/edit referral sources
- Required Fields Manager- Allows the user to configure which fields are required during customer creation internally and externally
- Schedule Blocks Manager- Allows the user to create/delete schedule blocks
- Vendor Manager- Allows the user to add/edit vendors
Reports- Grants access to the individual reports in the system. For more information on reports, please look through our reports articles.
Page Access- Controls access to the following pages: Admin, Customers, Personal Schedule, Orders, PC Pay MerchantTrack, Point of Sale, Reports, Schedule, Time Clock.
Users- Permissions related to user management in the software
- Corporate Administrator- Allows the user to add/edit corporate users and corporate user groups across multiple locations
- Time Card Manager- Ability to view and edit time cards in the system
- User Manager- Ability to add and edit users. Users with this permission will be able to access all permissions in the software and assign them as desired.
Waivers- Permissions related to waiver management
- Waiver Manager- Ability to add/edit waivers
- Verify Waivers- Ability to mark signed waivers as verified
- View Waivers- Able to view waivers
Members
You can assign users to the current user group you are editing (You can also assign a user different user groups from their user section).
Access levels are optional methods to control which permissions a user receives when logged in from a specific IP. If you are not concerned with limiting a user's permissions based on their IP address login location, then you can leave their permissions as 'All'.
Otherwise, you can set 'Allowed IPs' in the facility info section of the software, which should be static IP addresses you trust users to log in from. Users logging in from these addresses are considered logging in from 'Internal' IP addresses, and generally have the full amount of permissions associated with their user group. Users logging in outside of these locations are considered 'External' and typically have reduced permissions.
We recommend you use internal permissions if you are concerned about where your users can log into the time clock or access specific reports within the software.
Additional Information
Users can have multiple user groups assigned to their account. Users always inherit permissions from these groups; if one group has a permission and the other does not, the user will have access to the permission.
If your user account has access to multiple facilities, you can view and manage user groups for other facilities by selecting them through the dropdown menu at the top of the page.