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Privileges and Reports: Staff Roles

A staff member is any person in your database who teaches or works at your school.  If you are a studio database owner, you can grant staff members controlled access to your Zen Planner database to help them perform assigned duties and to track accountability in the system. Zen Planner offers both staff roles and setup roles.

Staff roles provide a staff member with basic access to your Zen Planner database and allows them to perform typical front desk &/or instructor activities (selling memberships, checking people into class, completing retail transactions, etc). Setup roles provide staff members with access to items in the Setup menu of the database.  These roles can give a person the ability to edit, manage and delete database settings and run system-wide financial reports. Setup Roles should be reserved for business partners or managers and assigned only as required. Click here for a help document on creating and managing staff access.

Every staff member should have their own unique studio database login information (email address and password combination) that is not shared with anyone else. This allows you to maintain the security of the information in your database and you can tailor access to specific features for each staff member.  It also lets you track activities that occur in your database to specific staff profiles.  This can be helpful when there are issues involving financial transactions or other member related questions.

Click here for a help document on common combinations of staff and setup roles regarding the staff members responsibilities. 

This article is intended to display Setup Role Privilege report access. It is important to assign staff role or setup role privileges or the staff member will not have access to any reports or access to daily tasks within the software. 

 

Personal Profiles Privilege

Can view some reports under Saved Reports including Attendance reports, Log reports, Member reports, Onboarding Resources reports (except Finances), Operations reports, Prospect reports and Retail reports (except retail finances). Staff will gain access to Alerts, Attendance, Classes, Class Sessions, Drops, Enrollments, Events, Event Registrations, Families, Gift Cards, Memberships, Membership Upgrades, Products (Show Options), People, People (Show Programs), People (Show Results), Promotional Tests, Promotional Test Registrations, Programs, Signature and Tasks. 

 

Attendance Coordinator *Note - Will not have access to Saved Reports> Attendance

Classes, Class Sessions, Events, Gift Cards, Products (Show Options), Promotional Tests, Signature Documents and Tasks.

 

Calendar Coordinator

Classes, Class Sessions, Events, Gift Cards, Products (Show Options), Promotional Tests, Programs, Signature Documents and Tasks.

 

Enrollment Coordinator

Classes, Class Sessions, Events, Gift Cards, Products (Show Options), Programs, Signature Documents and Tasks. 

 

Test Coordinator

Classes, Events, Gift Cards, Products (Show Options), Promotional Tests, Programs, Signature Documents and Tasks. 

 

Cashier

Classes, Class Sessions, Events, Gift Cards, Products (Show Options), Promotional Tests, Programs, Signature Documents and Tasks.

 

Accountant Note* - Will have access to Saved Reports> Finances 

Account Balance, Account Info, Bills, Bills (Retail Store Processed Only), Bills (Show Discounts), Bills (Show Payments), Class Sessions, Deposits, Events, Expenses, Memberships (Show Bills), Payments, Products (Show Options), Promotional Tests, Programs, Refunds, Retail Orders, Signature Documents and Tasks. 

 

Personal Timesheet

Classes, Classes Sessions, Events, Gift Cards, Products (Show Options), Promotional Tests, Programs, Signature Documents and Tasks. 

 

 

 

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