Users and permissions

In Activity Messenger a user is a staff which has a user account. For example an administrator or an instructor. With the user account they have access to certain areas in the platform.

# Permission levels

Activity Messenger counts different permission levels:

• An Account Owner has full access.
• An Administrator does not have access to Billing. They only have access to Staff forms that you assign them. They can invite and manage users with Instructor or Guest permissions only.
• An Attendant operates the point of sale (POS). They have access to the Bookings module and invoices. They can consult attendance lists, switch people to another class and send messages. They do not have access to lists, forms, templates and staff. They have limited access to financial reports only to allow them to close their cash register.
• A Communication agent can send emails and SMS, and create/manage message templates.
• An Instructor cannot make modifications but can track attendance and send messages. They can only access attendance lists and forms that were assigned to them, and messages they sent or related to those.
• An Instructor (without messaging) cannot send messages.
• A Guest has no access but can be CCed on emails and text messages you send.

# Inviting users

You may invite new users via email. They will get an invitation to activate their account after which, they will have access to your organization.

To add a user, click on the Staff menu, and choose Users. Click on the (+) button.

# Importing users from Amilia

If you have the Amilia integration, you can import users directly from your organization in Amilia. Each will receive an invitation by email.

To add users from Amilia, click on the Staff menu, and choose Users. Click on the (+) button. Click on the tab Import from Amilia.

# Updating user information

Administrators and Account Owners can modify the name and permission level of users. If the user did not get the invitation by email, you can resend it. You can also revoke access by clicking on remove. The user will no longer have access to your organization.

# Revoke access

To revoke access, open the information popup of a user and click on Revoke. The user will no longer have access to your organization. They will however retain their user account in Activity Messenger and may access other organizations they manage.

# Testing different permission levels

You can test permissions by using another account with another email address. For example, invite yourself using your personal email address and assign the Instructor permission. Then, use a private navigation window to log in to Activity Messenger.

To open a private browsing window in Chrome, click on the (...) button and choose "New Incognito window".

You can then change the permission and refresh the private browsing window to view the different permission levels.

# Administrator

Administrators have restrained access. They do not have access to billing, Staff profiles and forms. They do however have permission to view users and invite instructors and guests. Administrators cannot modify the permission level of other administrators and account owners.

# Instructor

An Instructor can be a coach or a teacher. Their access is limited to forms, tracking attendance and sending messages. They can only access forms and attendance lists that were assigned to them, and messages they sent or related to their classes. You may also assign the permission "Instructor without messaging".

You can modify the message Instructors see on their dashboard. You can include links, and instructions. Click on the button above the Users table to modify that message.

# Guest

A Guest permission level is useful if you want to CC them on emails and text messages. You can only CC users of your organization. We therefore invite them to confirm their email and mobile phone number.

# Messaging

With Activity Messenger you can communicate with your users. You can send them emails and text messages. Create a New message and choose the Users option. Pick the staff you want to message.

You may also carbon copy (CC) users on messages you send to your clients. Create a New message and choose the CC option. Pick the staff you want to carbon copy.

# Cancelling invoices and issuing refunds

Cancelling invoices and issuing refunds is a special permission you can grant to individual Administrators and Attendants. Account Owners always have that permission.

To toggle this permission, click on the edit button in the "Can refund" column for the user you want.

Next topic: Staff profile and forms

---