The Restricted Access feature allows a Back Office administrator to limit which classes/sessions other Back Office users can view. All classes are considered unrestricted until the Back Office Administrator applies a restriction. Once a restriction is in place, Back Office users who have not been granted access will be unable to access registration details and reports containing participant information for those restricted classes.
Validations: The restrictions will apply in the following ways. (RBO-Restricted Back Office)
- RBO user cannot enroll a participant in a session to which they do not have access. The restricted class(es) will not display. (No matter where registration is initiated-Dashboard, User or Catalog Management)
- RBO user cannot see the participants waitlisted for a restricted class in Waitlist Management.
- Restricted classes will not show in the Class list in Catalog Management if the RBO user does not have permission.
- RBO users will be unable to view details of restricted classes in User Management: View Order (Orders, Waitlist or Cancelled), View Wish List, View My Calendar, or View My Schedules. They will not be able to print and see order details for a restricted class on a receipt. In place of the class details, the following message will be displayed: “Restricted access. You do not have permission to view registration details.”
- An RBO user cannot issue a refund or drop a participant from a session if they have not been granted access to the class.
- RBO users having restricted access to a particular class, cannot access that class via Send Mass Email, Holiday Sync/Override or Manage Credits/Charges.
- RBO users cannot run reports on classes they do not have access to.
To add a Restriction:
- Hover over Catalog Management and select Class.
- Locate the class to restrict access to. Hover over the Action Icon and select “Restrict User Access”.
- A pop-up reflecting the current non-Super Admin users is displayed. Select each name and click the promote (>) button to move the user to the users with access section. If all users should have access to this class, then click the promote all (>>) button.
- Click “Save” when done.
- An icon will appear in the Restrict Access column of the class list.
To remove a Restriction:
- Hover over Catalog Management and select Class.
- Locate the class to restrict access to. Hover over the Action Icon and select “Remove Restriction”.
To edit the Restriction user list:
- Hover over Catalog Management and select Class.
- Locate the class to restrict access to. Hover over the Action Icon and select “Manage User Access.”
- Add or remove users as needed and click “Save” when done.
Related Articles
Restricted Access
This feature is part of the HIPAA requirements. Please see: HIPAA-Restricted Access
Enable/Disable Allow Age Restriction
If desired, an organization may choose to configure classes to be restricted by age. To enable or disable this feature click on “Configuration” & select “Settings.” Toggle the status button to enable/disable. Age Restriction is configured in ...
Add/Edit/Remove Emergency Contacts
To locate the Emergency Contacts on an account: click on “User Management” & search for the user account. Next, hover over the Action icon to the left of the user, & select “View User Options”. On the View User Options page, click “View Members” then ...
Add/Edit Notes
Add Note: View Member: To add notes for a member on a user account, click on “User Management” & search for the user account. Next, hover over the Action icon to the left of the user, & select “View User Options”. On the View User Options page, click ...
Age Restriction
(Only available for Class Registration) If desired, an organization my choose to limit registrations based on an age restriction. This feature must first be turned on in Configuration-Settings. To configure Age Restriction for a ...