User Permissions and Access Descriptions
The following tables indicate which User permissions are related to:
- Financial information - Credit card information, transactions, family balances, fees, and credits/payments fall into this category.
- Areas of caution - These permissions are sensitive and may not be appropriate for general staff access.
- Areas requiring extreme caution - Deleting data, classes, events, students, and leads. These permissions can significantly affect your account and should be assigned to the appropriate administrator.
General
| User Permission | Description |
| View Restricted Files | Has access to view restricted files. |
| Family, Student, Contact Name Search | Global Name search box at top of screen. |
| Dashboard - Alerts | Ability to view the Alerts widget on the Executive Dashboard. |
| Dashboard - Revenue Summary | Ability to view the Revenue widget on the Executive Dashboard. |
| Dashboard - Aged Accounts | Ability to view the Aged Accounts widget on the Executive Dashboard. |
| Dashboard - Metrics | Ability to view the Key Metrics widget on the Executive Dashboard. |
| Dashboard - Edit Settings | Ability to edit the Executive Dashboard settings. |
| Edit Users - Definable Fields | Edit user-definable field labels. |
| Export Grid Information | User can export to Excel any information listed in grids. |
| Print Grid Information | User can print information listed in grids. |
Families
| User Permission | Description |
| View Family Page | Has access to view the details of a family. |
| List Families | Has access to Families Advanced Search, List Active Families, and List All Families (also see permission "View Family page"). |
| Email Families & Email/Print Student Schedules | Email families, students, and/or instructors, as well as email or print student schedules. Has access to the Notifications page. |
| Add Family/Account | Add Family menu item. Can add a Family. |
| Quick Family Student Enroll | Ability to Add a Family, Parents, Students and Enroll the student in a class from one screen. |
| Delete Family/Account | Delete Family from Family page. |
| Merge Families/Accounts | Can merge two families/accounts together. |
| Post Fees | Post Fees button. Can Enter fees. |
| Add Student | Add Student button. Can add a student. |
| Add Contact | Can add a family contact (has access to the Add Contact button on the Family page). |
| Statement | Ability to generate a single Family Statement (has access to the Statement button on the Family page). |
| Balance | Ability to view Family Balance. |
| Transactions Tab | Has access to view the transaction records on the Transactions tab. |
| Billing Info Tab | Has access to view/edit the fields on the Billing Info tab. |
| View/Edit Credit Card & Bank Account | Has access to view, enter/change the Family Credit Card and Bank Account number. |
| Post Credit Card Transactions | Can post charges to a Credit Card on file through the application or via Jackrabbit Pay Terminal. |
| Void on Card | Ability to void credit card payments processed through an e-commerce gateway (also see permission "Post Credit Card Transactions"). |
| Refund on Card | Ability to refund credit card payments processed through an e-commerce gateway (also see permission "Post Credit Card Transactions"). |
| Post Refund | Ability to post a refund. |
| Edit Transaction | On Transactions tab, this user can edit a single transaction. |
| Delete Transaction | On Transactions tab, can delete a single transaction. |
| Payment/Credit entry button | Access to the Payment/Credit button where you can pay off charges. Access is needed for Store one-time payments. |
| Lead File - Access | Has access to view and search existing leads only. |
| Lead File - Manage | Has access to edit/archive/restore a lead file. |
| Delete Leads | Permission to delete lead from Lead File. |
| Lead File - Email | Has access to email leads. |
| Lead File - Mass Archive | Has Access to perform a mass archive. |
| Lead File - Export Leads | Has Access to export all leads to a file. |
| Clear Family User-defined Fields and Family/Student Fixed Fees and Discounts | Can do a mass update to clear Family User-defined Fields and Family/Student Fixed Fees and Discounts. |
| Impersonate Parent Portal user | Impersonate and view the family information in the parent portal as this user. |
Students
| User Permission | Description |
| List Students | Has access to Students Advanced Search, List Active Students, List All Students, and Skills management. |
| View Student Page | Has access to view detailed student information. |
| Enroll Student | Enroll Student button. Can enroll students. |
| Skills Mass Update & Class Skills/Levels tab | Ability to view/use the Skills/Levels Mass Update and the Class Skills/Levels tab. |
| Skills/Levels Add to Classes | Add Skills/Levels to Classes. |
| Drop Student | Drop a student from a class. |
| Delete Student | Delete Student from the Student page. |
| Student Hold | Allows user to place a student on Hold. |
| Delete Absence | Ability to delete a student absence. |
| Medical Info | Ability to view/edit medical information. |
| Clear Immunization fields | Can use All Students to perform a mass update on the Student's Medical tab; resetting the YN field and clearing the Notes field. |
| Clear Student User-defined Fields and Update Student Grades | Can do a mass update to clear user-defined fields on the Student Miscellaneous tab. Can do a mass update to the grade level for all students. |
| Edit Student's Class Enroll Date | Ability to edit a student's class enroll date; requires the Settings > General > Allow Future Enrollments to be set to Yes to enable this permission. |
Classes
| User Permission | Description |
| Add Class | Add Class menu item. Can add a Class. |
| Delete & Copy a Class | Delete and Copy a Class from the Class page. |
| Mass Drop | Mass Drop button. Can perform a Mass Drop on a Class. |
| Class Lists, Schedules, Calendars | List Classes, View Class Calendars & Schedules. |
| View Classes | Has access to class details and view classes in Global Classes Search, Advanced Searches, List Classes, Class Openings, Waitlists, and Schedules. |
| Edit Class Summary Tab | Ability to edit Class Summary tab. Also, see "Edit All Classes" permission. |
| Email Class | Ability to send an Email to all parents and students associated with a Class. Must also have permissions to List Classes and View Classes. |
| Openings | Class Openings report (under Classes menu). |
| Class Schedule | Can view the Class Schedule report (under Classes menu). |
| Class Rolls | Has access to class roll & sign in/sign out report. |
| Edit Waitlist | Can add, edit, and reorder the waitlist |
| Copy Classes | Copy classes in a Session (or Category within a session) including enrollment and/or tuition fees. |
| Edit All Classes | Edit all classes in a spreadsheet format. |
| Archive (Terminate) Classes | Archive (Terminate) Classes that have been completed. |
| Delete Drop History | Can delete individual Past Enrollment records (Drop History) for the class. |
| Costumes/Apparel Tab | Can add/edit/remove costumes, products, equipment to/from a class. |
| Class Costume Sizes | Edit Student Costume Size from the Class page. |
| Edit Master Lesson Plans | Edit your organization's Lesson Plans (templates) that can be imported and used per class. |
| Waiting List Report | List of all students on a class waiting list. |
| Manage Substitutes | Can add, edit and delete substitute records. |
Events
| User Permission | Description |
| Events Module; Events shown on Activity Calendar | Required to see any of the Events menu items and to view Event Date/Times on the Activity Calendar. |
| Add Event Types | Can add new event types. |
| Delete Event Types | Ability to Delete Event Types. |
| Add Event Date and Time | Ability to add an individual Date and Time. |
| Delete Event Date and Time | Ability to Delete an individual Date and Time. |
| Email Event | Ability to send an Email to all parents and students associated with an Event. Must also have permission for the Event Module. |
| Recital Module | Ability to edit and view recitals. |
| Delete Recital | Has access to delete recitals. |
Staff
| User Permission | Description |
| List Staff | Has access to List Active Staff, List All Staff, Staff Advanced Search. |
| Add Staff/Instructor | Can Add a staff person or an Instructor. |
| Delete Staff/Instructor | Can Delete a Staff person/Instructor. |
| Compensation tab | Has access to view/edit the fields on the Compensation tab on the Instructor page. |
| Compensation tab when User ID is linked to Staff | View Compensation tab only when User ID is linked. |
| Time Card and Portal Settings tab | Allows access to the Staff Time Card and Portal Settings tab. |
| Feedback tab | Has access to view/edit the fields on the Feedback tab on the Instructor page. |
| Staff Skills tab | Has access to view/edit the fields on the Staff Skills tab. |
| Certifications tab and report | Has access to view/edit Staff > Certifications and Staff/Instructor Certifications tabs. |
| Availability tab | Has access to see the Availability tab on the Staff/Instructor screen and can Edit Instructor Availability. |
| Misc. tab | Has access to fields on the Staff/Instructor Misc. tab. |
| Staff Record Notes Tab | Can view the Staff Notes tab and has access to view, add, edit, and delete notes. |
| Classes Tab - Class Links | Can access Class Page from Staff/Instructor page. |
| Instructor Calendar | Can view the Staff/Instructor's Calendar. |
| Weekly Schedule | Can view their Weekly Schedule. |
| Email Staff | Has access to email staff. |
| Pay Rate Report | Has access to view the Pay Rate report. |
| Add Time Entry | Ability to add a Staff Time Entry. |
| Clear Immunization fields | Can use Active Staff to perform a mass update on the Staff's Misc tab; resetting the YN field and clearing the Notes field. |
| View/Manage Staff PINS | Can view and manage Staff PINs used to open self check-in. |
Transactions
| User Permission | Description |
| Delete Transactions | Can Delete Transactions based on search criteria (from the Transaction Menu). |
| Search for Deleted Transactions | Can search for deleted transactions in Transactions Search. |
| Delete E-commerce Transaction | Can delete payments processed through an e-commerce gateway. |
| Post Class Transactions, Post Annual Fees | Post transactions to multiple students enrolled in a Class or Event at one time, like competition fees. Post Group Fee (on class page and Event page). |
| Post Late/Misc Fees | Can post Late/Misc Fees for families/students. |
| Post Tuition Fees | Can run a Post Tuition Fees which generates the tuition transactions for each family with an enrolled student. Can edit "Tuition Billing Method". |
| Delete Tuition Fees | Can Delete Tuition Fees that back out tuition billing transactions generated by Post Tuition Fees. |
| Edit Payment Amount | Ability to edit the payment amount. |
| Process Credit Cards and Bank Accounts | Can charge all e-Payment accounts (Credit Cards and Bank Accounts) with a balance. |
| Process Credit Cards - Ignore Pre-Payments | Can charge Credit Cards and Bank Accounts the full amount of the fee and ignore pre-payments. |
| Edit Original Fee | Can edit the original fee when posting a transaction. |
| NACHA Reports and Exports | Can run NACHA report, NACHA Export file, and run the Payoff function. You must have e-commerce enabled to see NACHA Option under Transactions. |
| Default Payment to Family Balance | Will default payment amount on Payment screen to the Family balance. |
| Edit Payment Transaction Date | Has ability to edit transaction date on payments (excludes e-Payments done within JR - these cannot be changed). |
| Find Unapplied Credits, Mass Edit Transactions | Can mass apply credits; can update several transactions. |
| Omit Family from Transactions | The user can omit a Family from one or more transactions (Billing Info). |
Store
| User Permission | Description |
| Store Menu | Access to the Store Menu. |
| Add/Edit Items | Ability to add and edit Items. |
| Edit Item Price/End Price in Make a Sale | Edit Item Price and End Price amount in Make a Sale. |
| View Store Reports | Ability to view Store Reports. |
| Add/Edit Store Accounts | Ability to add and edit Store Accounts. |
| Add/Edit Store Vendors | Ability to add and edit Vendors. |
| View Item Cost in List Items | Ability to view the Item Cost in List Items. |
Reports
| User Permission | Description |
| Terminal ePayment Exception Report | Can view the Terminal ePayment Exception report. |
| Contact Listing | Can view the Contact Listing Report. |
| Email Listing and Family Reports | Can view Email Listing, Family Address Listing, Family Listing Reports, and Family Mailing Labels. |
| Transaction Reports and Payment Method Summary | Can view Payment Method Summary, Transaction Listing, and Transaction Summary. |
| Transaction Search | Can view Transaction Search and Recent Transactions. |
| Transaction Sub-type Listing | Can view Transaction Sub-type Listing. |
| Event Enrollment | Print Event details and enrollment for birthday parties, parents' night out, etc. |
| Family e-Payment Listing | Family ePayment Listing - Lists all the families set up to have their bill paid by credit card or bank account. |
| Family ePayment Listing: Unmask Bank Routing /Acct # | Ability to see the bank routing and account numbers. Requires Family e-Payment listing permission. |
| Deposit Slip | Deposit Slip Report. |
| Enroll History | Can view the Enroll History. |
| Drop History | Can view the Drop History. |
| Absence/Make-Up Report | Can view all the absences and makeups. |
| Aged Accounts Summary | Can generate the Aged Accounts Summary. |
| Aged Accounts Details | Can view the Aged Accounts Details. |
| Family Balance Summary | Can generate the Family Balance Summary. |
| Online Registrations | Can search/view Online Registrations report. |
| Process Registrations | Can view the Process Registrations Reports. |
| Enroll Snapshot 1 | Enroll Snapshot 1 - Search. |
| Enroll Snapshot 2 | Enroll Snapshot 2 - PDF. |
| Enrollment Detail and Who's Scheduled to Be Here | Can view the Who's Scheduled to Be Here report and the Enrollment Detail report (with many search and display options). |
| Parent Portal Log | For Portal Users, can view recent portal activity. |
| Family Statements (Print) | Can print Family Statements (Statements - Email has separate permission). |
| Student Detail Report | Can run the Student Detail Report. |
| Revenue Reconciliation Reports | Can view the Revenue Reconciliation Reports. |
| Student Sizes Report | List of student sizes and measurements. |
| Zip Code Summary | Display enrollment totals by zip code. |
| Fee Summary Reports | Can view the Paid Fees report and the Fee Summary report. |
| Revenue Summary | Ability to view Revenue Summary report. |
| Revenue Snapshot | Can view Revenue Snapshot (formerly QuickBooks Report). |
| Instructor Schedule - View Student Phone | The ability to view student phone numbers on the instructor schedule report. |
| Email Statements | Ability to generate HTML statements to be emailed to customers. |
| Instructor Scheduled Time Report, Instructor Schedules | Has access to Instructor Scheduled Time Report and Instructor Schedules. |
| Student Information Sheet | Can view Student Information Sheets. |
| Student Labels | Can generate Student Labels. |
| Telephone Listing | Ability to view Telephone Listing and Enrollment Trending reports. |
| Email Bounce Report | Can view Email Bounce Report for family/account, students, staff, and user IDs. |
| Source Report | Summary counts by source (how they heard about you) of families, students, and enrollments. |
| Emails - Scheduled | Has access to Scheduled Emails. |
| Sent Emails | Can view the Sent Emails report. |
| Tuition Not Posted Report | Can view the Tuition Not Posted report. |
| Notes Grid | User can view all Notes. |
| Staff Availability | Can view the Staff Availability report. |
Tools
| User Permission | Description |
| Edit Drop-down List and Statements/Ecomm Receipts | Edit the system drop-down lists (such as Category 1, Transaction Types, Payment Method, etc.) and settings for Statements and ecommerce receipts. |
| Edit Student Skills Lists | Enables editing of Skills, Subskills, and Skill Progress labels via the "Manage Skills/Levels" menu. |
| Manage Users & Permissions | Can see the list of users for the Organization and search User Activity. Permissions to Add User, Edit User Permissions, Edit User Locations & User Categories, and Delete User are separate. |
| Edit Tuition Defaults | Edit Tuition Settings, Tuition Defaults, and Class Tuition Settings (except for Tuition Fee). |
| Add User | Ability to Add a User. |
| Delete User | Ability to Delete a User. |
| Edit User Permissions | Edit User Security - Permissions, restrict a user's access to system functions, screens, tabs, and fields. |
| Edit User Locations & User Categories | User can edit another user's Locations and/or Category 1 access and restrict what the User has access to. |
| Add/Edit Location | Ability to add and edit a Location for your Organization. |
| Edit Email Templates | Has ability to manage (add, update, delete, copy) email templates. |
| Search Criteria Favorites | Can Create/Edit/Delete Favorites (search criteria and settings favorites). |
| Setup Guide | Allows access to Setup Guide where user can edit system settings, add family data and process payments. |
| Edit Settings, Logo, Announcements | Edit Organization settings (such as address, email, tax rate), logo, and announcements. |
| Edit Online Registration and Parent Portal Settings | Ability to edit Online Registration text and settings and Parent Portal settings. |
| Import Data | Ability to Import Data via the Excel file upload/import. |
| Delete Imported Data | Can Delete Imported Data on a specified date. |
| QuickBooks Export | Export Category 1 totals for a date range to QuickBooks GL. |
| Assign Tasks | Ability to Assign tasks to Others (see dashboard). |
| Drop Unpaid Families | Drop families within a Session or Category that have not paid their tuition. |
| Costume/Apparel Module | Ability to edit and view costumes/apparel. |
| View My Account | View details of this Jackrabbit account. |
| Text Messages Settings | Can view and edit text message settings. |
| ePayment Settings | Can access the ePayments Wizard or ePayments Settings. |
| Sent Text Messages | Can send text messages to contacts, students and staff (also see permission "Email Families"). |
| Closed Dates | Can add and edit Closed Dates. |
| Upload a File | Ability to upload new files to Jackrabbit Files. |
| Delete a File | Ability to delete files from Jackrabbit Files. |
| Manage Policies | Can manage policies and assign policy groups to classes. |
| View/Assign Policies | User is limited to viewing policies & policy groups; assigning/removing policy groups to classes. |
| Self Check-in Settings | Can view and manage Self Check-in Settings. |
| Zapier API | Can view and manage the Zapier API key. |
| CRM Settings | Can view and manage CRM settings. |
| Jackrabbit Labs | Can view and opt in on features in Jackrabbit Labs in General settings. |
Partners
| User Permission | Description |
| Manage Spot TV | Permission to create Spot TV Groups and assign Groups to Jackrabbit Classes. |
| View Yardstik Reports | Permission to view Yardstik background reports. |
Staff Portal
| User Permission | Description |
| Guided Staff Portal Setup, Edit All Portal Logins and Edit All Staff Settings | Allow access to the Guided Staff Portal Setup, Edit All Portal Logins, and Edit All Staff Settings. |
| Staff Portal Settings | Ability to edit staff portal settings. |
| Approve/Unapprove Time | Access to Approve/Unapprove Time. |
| Edit Actual Hours in Approve Time | Allows user to edit total time when approving time. |
| Close Pay Period and Export to Payroll | Access to Close Pay Period and Export to Payroll Report. |
| Edit Department and Staff News | Allows access to the Edit Department and Staff News. |
| Launch Staff Portal | Ability to launch the staff portal. |
| Manage Incomplete Time Entries | Ability to manage incomplete time entries. |
| Access to all time clock Departments | The user can access time entries for all Departments in Approve/Unapprove Time. |
| Time Report and Staff Portal Login ID Report | Allows access to the Time Report, Staff Portal Login ID Report. |
| Staff Time Audit Report | Allows access to the Staff Time Audit Report. |
| Staff Here Now Report | Ability to view the list of staff clocked into the Staff Portal/Time Clock. |
Activity Calendar
| User Permission | Description |
|---|---|
| Activity Calendar Settings | Can edit the Activity Calendar's global settings. |
| Activity Calendar Saved Filter Groups | Can add, update, and delete saved filter groups in the Activity Calendar. |
Automation
| User Permission | Description |
|---|---|
| Task Management | Edit, Pause, or Delete an Automation Task. |
Appointments
| User Permission | Description |
|---|---|
| Appointment Types | Can view and manage appointment types. |
| Appointment Bookings | Can view and manage appointments on the Appointment Bookings page and Activity Calendar. |
Parties
| User Permission | Description |
|---|---|
| Manage Parties | Can view and manage party setup. |
Camps
| User Permission | Description |
|---|---|
| Manage Camps | Can view and manage camps in Jackrabbit. |