Customizable Staff Roles and Permissions

Administrators can customize the roles and permissions of each staff member who performs operations in RGP.

From Data Entry go to: Manage --> Employees and Permissions

Administrators will see a Manage Roles and Permissions button on the right of the screen.




Configuration: Assigning Permissions To Roles

Permissions can be assigned to any of the defined roles in RGP. If no roles are assigned to a permission in the Roles and Permissions Grid, the permission will be designated ADMIN ONLY.

Use the Filter List search box and Permission Group drop down to narrow the view.



To add or remove roles, click on the Manage Roles button.



You can select multiple checkboxes and toggle the state by clicking the Multiple Cells : Check/Uncheck button or by using the shortcut: CTRL-C



Configuration: Customizing and Managing Roles

Clicking on the Manage Roles button allows you to:

Add, edit, remove and duplicate roles. You can also change the default order that roles are listed on this screen. Note: When a role is duplicated, all of its permission assignments are duplicated as well.


If you need to delete a role that is assigned to Staff Members, use the Migrate or Clear Role button to either clear that role from all Staff Members or migrate that role to a new one. 



By clicking on a Role Title (E.g., Staff, Closer, Power, etc), you can change the Role Properties.

From here you can:

  • Make a role active or inactive.
    Staff assigned to an inactive role will not have the permissions assigned to that role.

  • Allow Staff Members assigned this role to stay logged in.
    Recommended for
    Manager level employee roles only.

  • Grant access to new RGP features 
    When new features are added to RGP, they are classified as one of four levels by default.  You can use the drop down box to automatically grant new features to specific roles.





Manage Employee: Assigning Roles and Permissions to Staff

Double clicking on the staff name will take you to the Employee Properties screen.

Here you will see the three fixed Staff Types:

  1. Timeclock Only - No roles can be assigned. Able to clock in and out only.
  2. Standard Staff - Must be assigned roles to perform any operations.
  3. Administrator - No roles can be assigned.  Access to everything.

You can assign multiple roles AND add custom permissions in addition to the permissions granted by the assigned roles by checking the box in the Assigned column.

R = permission is granted by the role.



NOTE - currently you cannot exclude a permission granted by a role.



Manage Employee: Bulk Editing Staff

From the Manage Employees screen you can bulk edit Staff Members that have been configured identically
. Select the Staff Members and click the Edit button.




PIN Entry System / View Permissions

Before most operations, RGP will prompt the user for a PIN number.

IMPORTANT:  When returning to the main window from any operation, there is a one second grace period before RGP clears the PIN.  This grace period allows someone to move to another operation immediately without entering their PIN. After one second, the PIN is cleared.

Administrators can view which permission is required for any given PIN request.




Audit Log

RGP records each time a PIN is entered in the software and the operation that required the PIN. Administrators can also view each time a there is a change to roles, permissions and staff assignments.

From Data Entry go to: Reporting --> Audit Logs




Multi-location Operations


Some key considerations for multi-location operations using Staff Roles and Permissions:

  • All roles, permissions, and staff assignments are automatically synchronized between all locations.

  • Globally assigned permissions and roles are recommended for most assignments. This will allow your Staff Members to be able to perform their duties on remote databases. Typically only reporting roles and permissions should be considered by facility-specific assignment.

  • Staff Members can be assigned roles and permissions either globally, or specifically for each location.



Assigning Roles and Permissions

Only Administrators have the ability to manage Roles and Permissions.

  • Using the Manage Employee Permissions, the Admin can decide who has access to the Manage Employee window.

  • For each specific role, there is a permission created that allows the user to assign who can assign that role.  For example, you may allow a Manager role to assign the Staff, Power, and Closer roles but not another Manager or Reporting role.

  • Only Administrators can assign Staff Member as another Administrator.


Example Configuration Shown below





Migration Considerations and Changes 

Customizable Staff Roles and Permissions was a feature released in an update early summer, 2019. This section details what changes you can expect when installing this update.

Reminder: Everything defined below is customizable.  

Six default roles are automatically created

Defined roles

  1. Staff
  2. POS (to be combined with Staff)
  3. Closer
  4. Power
  5. Manager
  6. Reporting

These new roles will have the existing permissions assigned to them in an attempt to match the existing access rules.

Why was the POS role created?

The POS role exists because Staff Members could previously be allowed or disallowed into POS.

Closer, Power, and Manager have “POS Access” assigned as a permission for the roles. The Staff role now does not have “POS Access” defined by default (this is customizable).

Therefore, for staff members to have POS access, they need to have the STAFF + POS roles assigned.

Why was the Reporting role created?

Reporting is separated from the Manager role to provide flexibility. In a multigym environment, this allows a Staff Member to be assigned MANAGER globally, but REPORTING only at specific gyms.

Existing employees are migrated using the following rules:

  • Employees are assigned one of the default roles that matches their existing privilege level
  • For employees with current Staff access level, they will also be assigned the POS role if they currently have POS access
  • Timeclock Only and Admin employees will not have roles assigned and their Timeclock or Admin staff type will carry over.
  • Previous managers are assigned the Reporting role to give them their previous reporting access.
  • Multi-location: If specific employees had Reporting limited to specific facilities, they will only be granted the reporting role at that facility.

Legacy Roles Summary

  • Legacy Timeclock type -> Timeclock typ
  • Legacy Staff type -> Staff role + [optional POS role]
  • Legacy Closer type -> Closer role
  • Legacy Power type -> Power role
  • Legacy Manager type -> Manager role + [optional Reporting role]
  • Legacy Administrator type -> Administrator type

Legacy permission settings that have been moved to permissions.

  • Previously only managers could invoice “on account” if no spending limit has been set.  A specific permission for this has been created and it is enabled or disabled as part of the migration on roles based on if a spending limit was set or not when the update was installed. Power user only allowed to assign custom discounts and custom prices at POS.  A specific permission for this has been created.
  • The ability to pop the cash drawer is now a specific permission.


Web Dashboard

  • The Web Dashboard is now controlled by a specific permission.
  • To provide access to the Web Dashboard, the staff member must be assigned a role containing the Web Dashboard permission AND be granted access via Manage -> Web/Mobile Reporting Dashboard.


Specific Reporting Permissions

  • Each built-in report has a specific permission that can be assigned or removed to roles/staff.

On-Account Sales

  • On-Account Sales has been broken up into a number of specific permissions to override exclusions.







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