Security Permissions can be assigned to Access Groups to give staff users in those groups the ability to perform specific functions or access features on your site. This article walks through all of the Permissions available in CivicPlus' Recreation Management solution.
Important Note
When two access groups are selected, the system applies the group with the fewest permissions. As a best practice, select only one access or user permissions group.
Dashboard Navigation
Sign in to your Recreation Management website
Navigate to Security, then select Permissions:
Use the tabs to find and assign Permissions:
Permission Definitions
Account Management Tab
Accounts Module
Access Accounts: Enables a staff member to search for accounts and view account profiles. Recommended for all access levels
Create New Account: Enables a staff member to create new user accounts
Household Actions
Accept Payment: Enables a staff member to accept a balance payment from the User Profile screen
Access Cards on File: Enables a staff member to add or remove a saved payment method for a user's account
Add Account Notes: This enables a staff member to create notes on an account from the User Profile screen
Add Non-Account Member to Account: Enables a staff member to combine separate users into the same account
Adjust Balances: Enables a staff member to perform manual balance adjustments on any items in an account. Often reserved for managers only
Adjust Credits on Account: This enables a staff member to perform manual user and department credit adjustments on an account. Often reserved for managers only
Allow Prior-Day Voids: This enables a staff member to perform a void on a prior-day transaction. This can retroactively affect past reports and is often reserved for managers or admins only
Attach Flag to Accounts: This enables a staff member to add or remove flags from an account. For more information about Account Flags and/or:
Contact Account Holder: Enables a staff member to send an email to any given account holder, with the optional attachment of receipts or balance payment links
Enroll from Waiting List: Enables a staff member to enroll or register an account member for an activity from the waiting list
Manage Account Alerts: This Enables staff to mark notes and/or flags as Account Alerts.
Refund Transactions: This enables a staff member to perform a refund on any transactions.
Note:
Credit and debit refunds are subject to a maximum time frame dictated by the Payment Gateway or processor. Usually, they can't be refunded beyond 120 days.
Remove Account Notes: This enables a staff member to remove notes on an account
Remove from Waiting List: Enables a staff member to manually remove a participant from a waiting list
Transfer Participants: Enables a staff member to perform a transfer of a participant between activities, and change the participant on a given registration
View Receipt: This enables a staff member to view transaction receipts. Recommended for all access levels
View Transaction Browser: This enables a staff member to access and view the transaction history, including registrations, rental reservations, and POS purchases, for any given account. This permission is necessary for performing other functions, such as voids and refunds
View Waiting List Status: This enables a staff member to view the account waiting list screen for any given account, which shows the waiting list status for any account members on any active waiting list
Void Transactions: Enables a staff member to perform a void on same-day transactions. Prior-day voids require additional permission (Allow Prior-Day Voids)
User Actions
Change Avatar: Enables a staff member to update or remove the account's avatar or image for any given user. The avatar is displayed on membership cards, check-in, search, and in other areas throughout Recreation Management
Deactivate Accounts: Enables a staff member to deactivate user accounts. We recommend deactivating a user rather than deleting a user for data retention purposes
Delete Users: Enables a staff member to delete a user
Note:
Users with active transaction history, registrations, rentals, or other active data cannot be deleted. In the event of a user having multiple accounts, they can merge the duplicate accounts.
Edit Override Code: This enables a staff member to manage override codes
Edit User: Enables a staff member to edit or update any basic information for any user, such as name, age, contact information, user credentials, and custom data fields.
Note:
Access levels cannot be changed without the "Edit Permissions" capability granted through the Security tab.
Merge Accounts: Enables a staff member to merge duplicate accounts
Remove Users from Households: Enables a staff member to move a user out of a multi-user account into their own full account
Activity Management Tab
Activity List
Edit Activities: Enables a staff member to create and edit activity data
Edit Sessions: Enables a staff member to create new sessions and edit or update existing activity sessions. The "Log" tab maintains a list of timestamps and users who edited a given session
Remove From Roster: Enables a staff member to manually remove a participant from an activity roster
Attendance
Edit Attendance Lists: Enables a staff member to edit attendance history, which may include adding or removing records of attendance for registrants on any activity
Categories
Manage Categories: Enables a staff member to create, edit, or remove activity Categories. Often reserved for manager-level access
Check-In
Remove or Adjust Scan History: This enables a staff member to remove or edit information on the Scan History page
Scan and Check-In Members and Tickets: This enables a staff member to look up or scan member cards, check in participants, and scan tickets for check-in
Scan and Check-In Volunteers: Allows a staff member to check in volunteer members
Instructors
Assign Instructors and Rates: Enables a staff member to assign instructors to activities and sessions, and set or modify their rates (hourly, per-participant, and/or percentage rates)
Manage Instructor Contracts: Enables a staff member to draft an instructor contract, create a contract template, or remove an instructor's contract
League Management
Access League Management: Enables a staff member to access the League Management module and perform a variety of league-related tasks, such as managing teams and rosters, drafting players, managing skill assessments, and managing schedules and match-ups. Team Portal settings can be managed under Organization Options
Membership Management
Update or Terminate Membership: Allows staff members to edit a membership or terminate a membership
Player Assessments
View Player Assessments: This enables a staff member to access, create, edit, or remove player assessment types
Program Periods
Manage Program Periods: Enables a staff member to create, edit, or update Program Periods, which are a way of categorizing or grouping programs by time frame. Commonly used to roll over programs each year
Program Rollover
Perform Program Rollovers: Enables a staff member to perform program rollovers, which is a bulk operation that allows many programs to be duplicated at one time, with slight modifications to items like the date price. Use in conjunction with Program Periods
Volunteers
Manage Roles: Allows staff members to create and edit volunteer roles
Catalog Tab
Catalog
Manual Cash Drawer Open: Allows a staff member to select the Drawer button at the top of the Catalog to manually open a cash drawer
Checkout
Addon and Discount Editing: This enables a staff member to manually remove add-ons and discounts from an item in the cart that would normally not be optional to end-users
Allow Pay Later: Enables a staff member to set a balance due on any items in the cart, which allows processing a transaction with no payment or partial payment, to be paid later by the customer
Date Override: Allows a staff member to use the Date Override feature on the Payment screen to change the date of the transaction
Edit Price: Enables a staff member to manually adjust the price of items in a cart. Often reserved for manager access levels
Hand Key Card Option: For use with CivicPlus Pay payment gateway, only when a separate retail and eCommerce gateway is set up. Please contact CivicPlus' Recreation Management Support to designate which gateway configuration should be used for the hand key first
Override Eligibility: Enables a staff member to override eligibility restrictions for an activity registration, such as age, grade, gender flag requirements, max participation limits, and any other restriction that would normally prevent a user from registering for an activity
Override Inventory: Enables a staff member to override Inventory Restrictions for Out of Stock Inventory
Payment Plan Opt-In: Enables a staff member to select from payment plans (if any are configured) for a given activity registration
Perform Checkout: Enables a staff member to utilize the Checkout system at all. Without this permission, staff members cannot process activity registrations, POS sales, facility registrations, or most other transaction types
Close Out Tab
Create Financial Batch: Enables a staff member to create a Financial Batch Export
Perform End-of-Day Close Outs: Enables a staff member to perform an end-of-day close out, which is used to reconcile and track money collected. Close-outs create an ongoing log of records and reports. The Daily Cash Register Close Out Mode can be set under Organization Options
Communications Tab
Email Roster and Waitlist Participants: Allows staff to email participants on a roster or waitlist
Manage Notifications: Allows staff to manage notifications
Send SMS Alerts: This enables a staff member to send SMS alerts to participants for one or more activities
View Email Batches: This enables a staff member to view the email batch history of mass email batches
Configuration Tab
Checkout Settings
Manage Document Types: Assigning this permission gives staff the right to create, modify, and delete a document type. Learn more about Document Management and/or:
Manage Forms: Enables a staff member to create, edit, or remove attachments on files that are provided to customers for registrations and/or rentals. Often reserved for manager access levels
Manage Prompts: This enables a staff member to create, edit, or remove from a master listing of custom prompts that may be used to collect additional data for activity registrations, facility rentals, or even POS purchases. Often reserved for manager access levels
Manage Waivers: Enables a staff member to create, edit, or remove from a master listing of waivers that may be presented to customers registering for activities or reserving facilities. Often reserved for manager access levels
Financial Settings
Manage Addons: Enables a staff member to create, edit, or remove from a master listing of addon fees that may be included in various types of items in the Checkout system. Often reserved for manager access levels
Manage Cost Centers: Enables a staff member to create, edit, or remove from a master listing of Cost Centers, which are used as a level of categorization for GL codes. Often reserved for manager access levels
Note:
Cost Centers are a provisional feature that only some users may see.
Manage Discounts: Enables a staff member to create, edit, or remove from a master listing of discounts that may be granted for various types of items in the Checkout system. Often reserved for manager access levels
Manage GL Codes: This enables a staff member to create, edit, or remove from a master listing of GL codes that are used for accounting. Often reserved for manager access levels
Manage Payment Types: Enables a staff member to create, edit, or remove from a master listing of accepted payment types, such as Cash, Check, Credit or Debit, or Department Credit. Often reserved for manager or administrator access levels
Manage Scholarships: Enables a staff member to create, edit, or remove from a master listing of scholarships offered, as well as enter funds and allocate available scholarship funds to recipients
Manage Tax Types: Enables a staff member to create, edit, or remove from a master listing of possible tax types that may be used for various items in the Checkout system. Often reserved for manager access levels
Organization
Manage Account Flags: Enables a staff member to create, edit, or remove from a master listing of account flags that may be attached or removed from accounts in the system for informational purposes, or to restrict and prevent certain capabilities. Often reserved for manager access levels
Manage Custom User Fields: This enables a staff member to create, edit, or remove from a master listing of custom data fields that may be optional or required and are presented to end-users to fill out upon creation of their account. Often reserved for manager access levels
Manage Item Tags: Enables a staff member to create, edit, or remove tags from a master listing of tags that are used for categorizing and filtering programs or facilities in the Catalog. Often reserved for manager access levels
Manage Local Resident Criteria: Enables a staff member to create, edit, or remove from a master listing of cities, counties, zip codes, and street information, which is used to determine whether a user is a resident or non-resident. Often reserved for manager access levels
Manage Organization Information: Enables a staff member to edit basic organizational information, such as department name, address, phone, email, or social networking links. Should be reserved for administrator access levels
Manage Organization Options: This enables a staff member to manage global settings that affect various behaviors and systems. These can have adverse effects if used incorrectly, and we highly recommend reserving this capability for administrators only
Manage Organization Policies: Enables a staff member to update verbiage used for Refund, Privacy, and Cancellation policies, which are displayed to end-users. Often reserved for manager access levels
Peripherals
Configure Receipt Printers: This enables a staff member to configure global and/or local settings for the receipt printer and cash drawer functionality. We recommend that this permission be only accessible to IT personnel
Public View
Access Weblinks: This enables a staff member to access the Weblink screen, which is used to generate links that filter specific programs, facilities, tabs, tags, search phrases, categories, or locations
Manage Catalog Tabs: This enables a staff member to manage what tabs appear on the Catalog screen and what types of programs, rentals, or POS merchandise appear on those tabs. Recommended for manager access levels
Upload Logo: Enables a staff member to upload or replace the organization's logo, which is displayed on receipts, email correspondence, reports, and a variety of other places. Recommended for manager access levels
Templates
Manage Catalog Export Templates: Allows staff to manage Catalog Export Templates. Catalog exports can be used to create activity brochures in InDesign or other programs
Manage Email Templates: This enables a staff member to configure email templates that can be selected when sending a mass email. Often reserved for manager-level access
Manage Instructor Contract Templates: Enables a staff member to manage instructor contract templates, including contract verbiage and any other custom content in the document headers and footers. Often reserved for manager access levels
Manage Membership and Pass Templates: This enables a staff member to manage membership card templates, which can be used to give a custom look and feel to membership cards for different membership packages. Often reserved for manager access levels
Manage Permit Templates: Enables a staff member to manage facility rental permit templates, which may include custom verbiage, headers, and footers for facility rental permit documents that are generated. Often reserved for manager access levels
Manage Receipt Templates: This enables a staff member to manage receipt templates, which can be used to allow a different receipt look and feel or logo for different physical locations. Often reserved for manager access levels
Manage Survey Templates: Enables a staff member to manage survey templates, which are used to optionally send out a survey to users for programs they participate in, or facilities they reserve. Often reserved for manager access levels
Equipment Rental Management Tab
Equipment Rental Reservation
Edit Equipment Rental Reservations: Enables staff to adjust equipment rental reservations
Rental Item List
Edit Rental Items: Enables staff to create, edit, and delete rental items
Facility Management Tab
Calendar
Access Calendar: This enables a staff member to access the facility rental calendar and the Facility Schedule, which displays customer reservations, internal reservations, league games, and activity or program schedules
Create Admin Booking: Allows a staff member to create an admin booking on the facility rental Calendar and the Facility Schedule
Override Conflicts: Enables a staff member to override facility reservation conflicts in the Calendar and the Facility Schedule
Closings
Edit Closings: Allows a staff member to create a closing or edit a closing for facilities
View Closings: This enables a staff member to access the Facility Closing list to view what dates are flagged as "Closed." Closings prevent rentals from taking place on those dates
Deposits
Refund or Withhold Deposits: This enables a staff member to refund and optionally withhold some or all of a given deposit. Addons with the "refundable" option enabled are recognized and displayed on the Deposits screen. Learn how to Set the Reported Location for Refunds
Facility Check-In
Manage Check-In: Allows a staff member to check in or check out facility reservations
Facility List
Edit Facilities: Enables a staff member to create, edit, and remove facilities. Often reserved for manager access levels
Edit Locations: Enables a staff member to create, edit, and remove locations. Often reserved for manager access levels
Facility Maps
Edit Facility Maps: This enables a staff member to create, edit, and remove facility maps
Pending Rentals
Approve Pending Rentals: Enables a staff member to approve or reject pending rentals
Permits
Create Permit: Enables a staff member to create facility rental permits
Edit Permit: This enables a staff member to edit existing facility rental permits
View/Lookup Permits: This enables a staff member to view and access facility rental permit documents, but not necessarily create or edit without adequate permissions
Functions Tab
A/R (Accounts Receivable) Center
Access A/R Center: This enables a staff member to access the A/R Center screen, which displays account balances for any type of items or transactions
Send Invoices: Enables a staff member to generate and send invoices to collect payment for overdue or upcoming balances through the A/R Center. Invoicing Settings can be configured under Organization Options
Accounting
Export Financial Data: Allows staff members to run a Financial Export
Record Over or Short Transaction: Enables staff members to record an Over or Short Transaction if the amount of money turned in from a location differs from what Recreation Management indicates
Cart Log
Re-Initiate Abandoned Carts: This enables a staff member to quickly re-initiate a cart and its contents in a situation where the transaction was abandoned or never completed
Undo Merge
Undo Merged Accounts: Enables a staff member to undo a merge of users
POS (Point of Sale) Management Tab
Inventory
Add Inventory Entry: This enables a staff member to add an inventory entry, indicating the gain or loss of any quantity of an item
View Inventory Logs: This enables a staff member to view inventory logs and totals
POS Items
Manage POS Items: Enables a staff member to create, edit, or remove POS items. Often reserved for manager access levels
POS Screens
Manage POS Screens: Enables a staff member to create, edit, or remove POS screens. Often reserved for manager access levels
Reporting Tab
Access Reporting Module: Enables a staff member to access any pre-made reports in the system, as well as save their own customized reports, and schedule automated reports
Scholarship Tab
Manage Scholarships: Allows staff members to manage scholarships. Learn how to Show Scholarship Funds on the Public Dashboard
Security Tab
Edit Access Groups: Enables a staff member to create an access group, edit an access group, or remove an access group. Access groups represent different roles a staff member can have in the system. Permissions are associated with access groups, in effect granting access to permissions for members of a given group. Often reserved for security or administrator access levels
Edit Permissions: This enables a staff member to update access groups of other staff members, as well as assign or revoke specific permissions for any given access group. Often reserved for security or administrator access levels
Support Tab
Access Support: Enables a staff member to access the Recreation Management's Contact Support page under the Help menu in the top-right corner. Recommended for all access levels
Enable Help Desk Support: Enables a staff member to access Live Chat with Technical Support directly from within Recreation Management
Permission Recommendations
Important Note
These are recommended permission settings. However, the permissions can be configured based on your department's specific needs.
Front Desk
All permissions in the Account Management
All permissions in the Catalog except for Date Override
Perform End of Day Close Outs
Communications Tab
Email Roster and Waitlist Participants
Access Calendar
View Closings
Refund or Withhold Deposits
Manage Check-In
Create Permit
Edit Permit
View and Lookup Permits
Record Over or Short Transaction
Undo Merged Accounts
Access Support
Enable Help Desk Support
Manager
Part-Time
Access Accounts
Create New Accounts
Accept Payment
View Receipt
View Transaction Browser
Edit User
Remove Users from Household
Scan and Check-In Members and Tickets
All Permissions in Catalog, except Date Override
Perform End of Day Close Outs
Access Calendar
View Closings
Manage Check-In
Access Support
Enable Help Desk Support
Finance
All Permissions in Functions
All Permissions in Reporting
All Permissions in Scholarship
Access Support
Enable Help Desk Support