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User Permissions: What do they do?

Trying to figure out what permissions to give your employees?  

We've created a handy cheat sheet that tells you what each permission gives a user the ability to do or not do depending on if they are given a permission or not. This is a living document that the Flybook Advisory Team will update as needed. 

Tip: Use CTRL + F to search for keywords in the above document to help you more quickly find the permission you have a question about. 

Login

Users can log in to their Flybook account on…

  • Any device 
  • Any browser 
    • Google Chrome is preferred
  • The Flybook mobile app 
    • Available for download on Apple and Android devices 


When creating a new user, this permission will automatically be checked and trigger a Welcome Email immediately after choosing “Create User” (see sample below).

If this is the only permission checked, users can log in but will not see any other selections on the Flybook toolbar. 

If users do not also have “Update “My Account”” checked, they cannot change their own password. This is important because they are given a temporary password and should immediately change it following their first login.

Sample Welcome Email:

Users cannot log in to their Flybook account anywhere. Upon attempting to log in, they will receive the following message:

You do not have login permissions.

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Access/Edit Setup

Users can see, access, and edit all visible items within…

  • The Setup section (Flybook toolbar)


 Setup



This includes the ability to make changes to applicable configurations and account setups nested under…

  • FRONT END/WEB/API
  • TOOLS FOR OFFERINGS
  • INTERNAL SETUP
  • and more

Users cannot see, access, or edit the Setup section of the Flybook toolbar.

This user will not be able to make changes to any configurations or account setups nested under FRONT END/WEB/API, TOOLS FOR OFFERINGS, INTERNAL SETUP, etc. 

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Access Reports

Users can see and access…

  • The Reports dropdown menu (Flybook toolbar)
  • The Performance Dashboard (Flybook toolbar)

Reports   Performance Dashboard

You must also check at least ONE of the following permissions in order for options to appear within the Reports dropdown:

  • Financial Reports
  • Operational Reports
  • Misc Reports

Users cannot see or access…

  • The Reports dropdown menu (Flybook toolbar) and nested items
  • The Performance Dashboard (Flybook toolbar)

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Access Tools

Users can see and access…

  • The Tools dropdown (Flybook toolbar)

Tools

This includes nested tasks such as viewing the history of sold Gift Cards, accessing the Promotions Center, and more. 

Users cannot see or access the Tools dropdown of the Flybook toolbar.

This includes nested tasks such as viewing the history of sold Gift Cards, accessing the Promotions Center, and more. 

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Financial Reports

Users can see and access…

  • All reports under Financial reporting 

Reports >> Financial

  • The Financial Dashboard 

Reports >> Financial >> Financial Dashboard

  • The Accounting Center 

Reports >> Financial >> Accounting Center

Financial reports include (among others):

  • Accounts Receivable/Deferred Revenue 
  • Agent reports
  • Applied Promotions
  • Combined Accrual
  • Gift Cards/Certificates
  • Income Statements
  • Payroll
  • Point of Sale & Products
  • Revenue & Transactions 
  • Taxes & Fees

“Access Reports” must also be checked for reports to appear.

Users cannot see or access…

  • Any Financial reports (see samples above in green)
  • The Financial Dashboard
  • The Accounting Center

If “Access Reports” is checked, the Performance Dashboard will still be visible.

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Operational Reports

Users can see and access…

  • All reports under Operational reporting 

Reports >> Operational

  • The Operational Dashboard 

Reports >> Operational >> Operational Dashboard

  • All Questions reports 

Reports >> Questions

  • The Questions Dashboard 

Reports >> Questions >> Questions Dashboard

Operational reports include (among others):

  • CRM Deals
  • End of Day
  • Guest Feedback
  • Inventory 
  • Reservation events
  • Tag reports 
  • Tickets
  • User Audits

“Access Reports” must also be checked for reports to appear. 

Users cannot see or access any Operational or Questions reports (see samples above in green). This includes the Operational and Questions Dashboards, respectively.

If “Access Reports” is checked, the Performance Dashboard will still be visible.

________________________________________

Misc Reports

Users can see and access…

  • All reports under Miscellaneous reporting 

Reports > Miscellaneous

Miscellaneous reports include (among others):

  • All Client reports
  • CSV merger

“Access Reports” must also be checked for reports to appear.

Users cannot see or access any Miscellaneous reports (see samples above in green). 

If “Access Reports” is checked, the Performance Dashboard will still be visible.

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Access Payment History

Users can see and access…

  • The Payment History page

Tools >> Payment History

  • This page allows users to search all payment records within a selected date range.

“Access Tools” must also be checked for Payment History to be visible.


Users cannot see or access the Payment History page.

This limits only the Payment History page under the Tools dropdown.

If “View Dashboard” is checked, users can still see payments made on the Payment Summary page of all reservations.

If “Edit Reservations” is checked, users can still see the Audit History of all reservations, including payments made.

If “Access Reports” is checked - along with access to Financial, Operational, and/or Misc reports - users can still see payments made on a number of reports. 

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Access/Edit Emails

Users can see, access, and edit…

  • Email subjects, header, and footer configurations (Setup >> Email)
  • Email templates (Setup >> Email >> Templates)
  • Email attachments (Setup >> Email >> Documents)
  • Email audits (Tools >> Email Audits)

 

“Access/Edit Setup” must also be checked for all email configurations and templates to be visible. 

“Access Tools” must also be checked for email audits to be visible. 

If “Edit Reservations” is checked, users can send emails to clients/customers within Flybook.

Users cannot see, access, or edit…

  • Email subjects, header, and footer configurations
  • Email templates 
  • Email attachments 
  • Email audits 

If “View Dashboard” and “Edit Reservations” are both checked, users can still see individual email histories/audits within the Misc tab of a reservation (i.e. Audit History) and send emails to clients/customers within Flybook.

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Edit Reservations

Users can make, access, and edit reservations in Flybook. This includes:

  • Modifying existing reservations
  • Taking and refunding payments
  • Adding promotions to a reservation
  • Sending emails within Flybook
  • Managing questions within a reservation
  • and more

“View Dashboard” must also be checked for existing reservations to be visible. If unchecked, users can only create new reservations. Once they close out of a reservation, they will be unable to re-access it (or any other reservations) without the Dashboard.

Create Reservation


Users cannot make or modify reservations in Flybook.

If “View Dashboard” is checked, users can access and, seemingly, make edits to reservations. However, they will be given the following error at the bottom of their page when trying to save changes to a reservation:

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Edit Clients

Users can see and access…

  • Clients (Flybook toolbar). This includes:
    • Client List (Clients >> Client List) 
    • CRM (Clients >> CRM) - if applicable

Clients

Users cannot see or access…

  • Clients (Flybook toolbar)
    • Client List
    • CRM - if applicable


If “Edit Reservations” is checked, users can search existing clients when they make a new reservation using the “+” sign on the toolbar.

If “View Dashboard” and “Edit Reservations” are checked, users can access and edit client details from within a reservation. 

If “Edit Reservations” and “View Calendar” are checked, users can access and edit client details within a reservation. 

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View Dashboard

Users can see and access…

  • The Dashboard (Flybook toolbar)
    • Includes full access to:
      • Dashboard Notification Center
      • Search For Res bar (search of all reservations)
      • Reservations tab (list of existing reservations)
      • Waivers tab (list of signed waivers)
      • A snapshot of what’s happening today in tickets, activities, rentals, passes, and lodging (when applicable)
      • and more

Although this permission grants access to the above items, some functionality may be limited based on other permissions. For example, users can access reservations via the “Reservations” tab, but certain features like questions, audit history, and the ability to edit reservations might be limited based on other permissions assigned. 

Dashboard

Users cannot see or access…

  • The Dashboard (Flybook toolbar)
    • No access to:
      • Dashboard Notification Center
      • Search For Res bar (search of all reservations)
      • Reservations tab (list of existing reservations)
      • Waivers tab (list of signed waivers)
      • A snapshot of what’s happening today in tickets, activities, rentals, passes, and lodging (when applicable)
      • and more

 

As stated above, the Dashboard includes the ability to search for all reservations by name and/or reservation lookup ID. Keep this in mind when excluding this from a user’s access. 

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View Calendar

Users can see and access…

  • The Calendar dropdown (Flybook toolbar)
    • When applicable, this includes full access to all calendar views such as:
      • Activities/Rentals
      • Resources
      • Staff 
      • Lodging 
      • Tickets 
      • Availability

Keep in mind that these calendars are different from “My Calendar” as they show ALL items occurring versus just what a staff member is personally assigned to. “My Calendar” will also need to be checked for it to appear within this dropdown.

Calendar

***Admins Only*** Admins will also see an additional option after the Calendar selection titled “Config”. This is to configure the display of line items on your calendars.  

Users cannot see or access…

  • The Calendar dropdown (Flybook toolbar) or any of the nested calendars
    • See the above calendars in green as reference for what will not appear 

Keep in mind that these calendars are different from “My Calendar” as they show ALL items occurring versus just what a staff member is personally assigned to. “My Calendar” will also need to be unchecked for it not to appear within this dropdown.

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My Calendar

Users can see and access…

  • My Calendar (Flybook toolbar >> Calendar dropdown)
    • This allows users to see a calendar view of items specifically assigned to them as a staff member

Keep in mind that this calendar is different from “View Calendar” as it only shows what a staff member is personally assigned to. “View Calendar” will also need to be checked in order to show ALL items scheduled.

Calendar >> My Calendar

***Admins Only*** Admins will also see an additional option after the My Calendar selection titled “Config”. This is to configure the display of line items on your calendars.  

Users cannot see or access…

  • My Calendar (Flybook toolbar >> Calendar dropdown)
    • Staff will not be able to see items specifically assigned to them. 

Keep in mind that this calendar is different from “View Calendar” as it only shows what a staff member is personally assigned to. “View Calendar” will also need to be unchecked in order to hide ALL items scheduled.

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View User Action Audits

***Admins Only*** Admin users can see and access…

  • User Audits (Flybook toolbar >> Tools dropdown >> User Audits)
    • This allows admin users to track actions completed within Flybook by date range, users, and/or specific categories.  

Users must be granted admin privileges in order to see this particular selection - regardless of the checkmark. 

Since “User Audits” is nested under the Tools dropdown, “Access Tools” must also be checked. 

Tools >> User Audits

***Admins Only*** Admin users cannot access…

  • User Audits (Flybook toolbar >> Tools dropdown >> User Audits)
    • Admin users won’t be able to track actions completed within Flybook. 

Admin users can still view the “User Audits” option under Tools. Once selected, the page will display no results. 

If a user is not an admin, this checkbox does nothing.

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Update “My Account”

Users can see and access…

  • My User Settings (Your company dropdown >> My User Settings)
    • This allows users to modify their:
      • Login email and password
      • Display name
      • Pin (only usable for admins)
      • Multi-factor authentication preferences
    • For staff allowed to set their schedule, this permission also allows for them to set their own availability/blackouts.

Most accounts will want users to have this checked. See below paragraph beginning with “If unchecked”.

Users cannot see or access…

  • My User Settings (Your company dropdown >> My User Settings)
    • This means users cannot modify their:
      • Login email and password
      • Display name
      • Pin (only usable for admins)
      • Multi-factor authentication preferences
    • For staff allowed to set their schedule, leaving this permission unchecked also means they cannot set their own availability/blackouts.

If unchecked, users will receive the initial Welcome Email to log in to their account, however, they will not be able to update their own password. They will need to reach out to an admin within your business to have it done on their behalf. 

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Item Sales

Users can see and access…

  • Point of Sale (Flybook toolbar)
    • This includes:
      • Making a new sale
      • Searching old transactions by date, sale identifier, or name on card
      • Viewing current inventory

While you can view inventory, you cannot make any changes to existing product configs or manage inventory without also having “Access/Edit Setup” checked. 

Point of Sale

Users cannot see or access…

  • Point of Sale (Flybook toolbar)
    • This means such users cannot:
      • Make a new sale via POS
      • Search old transactions by date, sale identifier, or name on card
      • View current inventory in POS


If “View Dashboard” and “Edit Reservations” are checked, users can still sell products on reservations. They just won’t have direct access to POS. 

If “Access/Edit Setup” is checked, users can update product details via Setup >> Products.

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Gift Card Compensation

***Admins Only*** Admin users can see and issue:

  • Gift Card Compensation on a reservation 

Payments >> Summary >> Actions >> Gift Card Compensation

  • A gift card must first be configured (Setup >> Gift Cards)
  • A unique pin must first be created in 1 of 2 ways:
    • Setup >> My User Settings >> Add Pin 
    • Setup >> Users >> Pick User >> Add Pin

While admins typically have all permissions assigned to them, gift card compensation does not require ALL of them. See below:

  • Users need “View Dashboard” and “Edit Reservations” to access and edit reservations using gift card compensations. 
  • Users need “Access/Edit Setup” to configure a gift card
  • Users need “Update “My Account”” to add a pin under My User Settings. However, even without this, admin users can still edit pins under Setup >> Users >> Pick User >> Add Pin

Non-admins do not have to sign out of their account and into an admin account in order to successfully issue gift card compensation. As long as this is checked, an admin’s valid pin can be used. 

Pins are typically between 4 and 8 characters. Since they must be unique, across all accounts, most 4-digit pins are likely already taken. It is recommended to use between 6 and 8 characters for your pin. 

***Admins Only*** Admin users cannot see or issue…

  • Gift Card Compensation on a reservation
    • Users will see the option under Payments >> Actions >> Gift Card Compensation, but will receive an error bar when attempting to issue one. 

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***Admins Only***

When a user is toggled to “Admin”, all permissions are, by default, turned ON. If you (as an admin) wish to limit the permissions of such a user, be sure to uncheck select items afterward. 

The following permissions do not apply to all accounts. However, these permissions are specific to only admins. Non-admins will not have access to/be able to complete these tasks in Flybook. 

  • Account Setup

Setup >> Account (under INTERNAL SETUP)

  • Admin users can manage account information such as:
    • Company name & address 
    • Primary contact
    • Website URL
    • From email
    • Company logo
    • Invoice & receipt footers
    • Billing card on file & statements
    • and more
  • User Management

Setup >> Users (under INTERNAL SETUP)

  • Admin users can…
    • Add/remove a user (reach out to Flybook Advisors to remove)
    • Toggle user permissions and admin privileges
    • Update a user’s username or password
    • Enable/disable multi-factor authentication
    • Add availability/blackouts
    • and more
  • API Integrations
    Setup >> API Integrations
    • Admin users can…
      • Access/create API keys for online integrations and connections such as TOMIS, OTAs, and more
  • User Audits

Tools >> User Audits 

  • Admin users can track actions completed within Flybook by date range, users, and/or specific categories.  
  • Payment Processing

Setup >> Payment Processing (under INTERNAL SETUP)

  • Admin users can manage payment processing preferences such as:
    • Requiring address, country, email, and/or phone numbers
    • Tip options for EMV terminals (Flybook Pay/Fullsteam users only)
    • Card processing terminals
    • and more
  • Fullsteam Utilities (Flybook Pay/Fullsteam users only)

Setup >> Fullsteam Utilities (under INTERNAL SETUP)

  • Admin users can see processing historical data such as:
    • Transaction searches varying parameters 
    • Chargebacks
    • Merchant statements
    • Deposit queries 
    • Terminal statuses 
    • and more
  • Cancelling Gift Cards

Tools >> Gift Cards >> Click on gift card >> Cancel Gift Card

  • Only admins can cancel a gift card
  • Skip Payments on Back End Gift Card sales

Tools >> Gift Cards >> Sell Gift Card

  • Only admins will see the option to skip payments under the ‘Payment’ section
  • Gift Card Compensation

In a res, go to Payments >> Summary >> Actions >> Gift Card Compensation

  • This allows admin users to issue gift card compensation (good as cash) in lieu of a standard, money-back refund. This helps ensure that customers return to your business in the future.
    • A gift card must first be configured (Setup >> Gift Cards)
    • A unique pin must first be created in 1 of 2 ways:
      • Setup >> My User Settings >> Add Pin 
      • Setup >> Users >> Pick User >> Add Pin
  • Non-admins do not have to sign out of their account and into an admin account in order to successfully issue gift card compensation. As long as “Gift Card Compensation” is checked for both users, an admin’s valid pin can be used in the non-admin’s account.
  • Pins are typically between 4 and 8 characters. Since they must be unique, across all accounts, most 4-digit pins are likely already taken. It is recommended to use between 6 and 8 characters for your pin. 
  • Calendar “Config”

Calendar >> Make any selection >> Config (not “Configure”)

  • This allows admin users to configure the display of line items on your business’ staff calendar.  
  • Fotaflo Setup (optional)

Setup >> Fotaflo (under INTERNAL SETUP)

  • This allows admin users to…
    • Connect Flybook and Fotaflo (a photo/video marketing software) via an API key distributed to users by Fotaflo. 
    • Grant connected access/permission to Fotaflo by exporting all Flybook products to Fotaflo. 
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