Teachers, administrative help and even your lawyer and CPA can be given access to YourVirtuoso to help them help you manage your studio efficiently and effectively. All you have to do is to add them as a staff member and enter an email address and password for them. YourVirtuoso provides a flexible way for you to determine what types of tasks they can perform, and what information they will have access to. This is done through setting their privileges in the Setup/ Staff area. When you add a staff member, you can select whether they are an Owner, an Instructor, or an Administrator. This will set up default privileges for them, but you can then edit those privileges to suit that individual, and the policies of your studio. This document explains how to set these privileges, and what the privileges mean.
Managing Staff Privileges
- Move your cursor over the Setup Menu, and click on Staff.
- Click on the name of the staff member who's privileges you wish to manage.
- Verify that the staff member’s “Person Type” is set correctly.
- Click on Edit for their privileges
You now have a list of all the possible privileges that can be assigned to a staff member from which to select the appropriate ones for this user when they access YourVirtuoso. If their Person type is owner, they will have all privileges assigned; if they are instructor they will start with just the “User can teach classes” privilege; if they are admin they will have a set of privileges considered normal for an office assistant.
Some of the privileges may not be changeable (for example the teaching privilege for an instructor). There are also two related privileges “User can view all class information” and “User can view their class information” only one of which can be assigned at a time. The privilege “User can view their class information” is for instructors, and it will limit the display of class and family information to those classes and families that they teach. Please note, however, that if you give them other privileges such as Marketing, or Manage Classes, or Manage Families, you will open their access to all class and family information.
1. Select the privileges you want this user to have.
2. Now click on Save, or Save and Continue, and the preferences will be set. At this point, you are finished, but you may choose to
login as this user to verify that they have access to the correct YourVirtuoso features, and are denied access to those you wished to restrict.
The descriptions below explain the implications of assigning a given privilege to a user. The privileges are additive; in other words, a user starts with virtually no access, and as each privilege is added, more parts of the system are enabled:
User can teach classes
This privilege is required to enable the user to be assigned as the instructor for a class. It can be assigned to an instructor who does not have an account (email + password), and will not give them access to the system in that case. It will allow you to enter biographical information and a picture etc. in subsequent pages for display on your public website.
User can manage content
This privilege allows the user to access the Content menu items where they can make changes to your public site, choose a look and feel and activate/deactivate your birthday party page.
User can view ﬁnancial information
This privilege allows the user to see family accounts receivable (AR) details. For example, the Receivables section on the admin main page will not be displayed unless this privilege is present. It is also required to run financial reports, family AR, and family details reports. It also enables custom reporting (which is also enabled by the marketing and family management privileges). It is required in order for a user to see the Family AR Info page.
User can view all class information
This privilege and the next one allow the user to see details of classes and enrollment. Only one of them can be assigned (or neither). This first one allows all classes to be viewed, and would typically be assigned to an administrative user. It enables the List of Classes menu and pages, and the Class Reports menus and pages (as long as the reports privilege is enabled). It allows access to the List of Families through the family menu, but not manipulation of family information unless other privileges are assigned.
User can view their class information
This privilege is similar to the previous one except that it is intended to be assigned to an instructor. It will limit the classes displayed and the families displayed to those taught by that instructor. It does not allow access to class reports as these would contain information for other classes, and does not allow manipulation of family information unless other privileges are selected. Note that other privileges (e.g. “Manage Families” may provide access to all families if assigned, and remove the filtering intent of this privilege.
User can take enrollments
This privilege allows the user to enroll students in class. It would typically be assigned along with full access to classes and management of families.
User can send emails
This privilege enables the various emailing capabilities of YourVirtuoso from family and class pages. Note that the bulk emailing feature is controlled by the “Marketing” privilege.
User can take payments
This privilege allows the user to use the Take Payment links on the family and class pages. It may be assigned without also providing access to financial details, but in this case, the user may then be taken to account pages without any data on them which may seem to them like an error.
User can perform marketing
This privilege allows access to the Marketing menu and pages, which include calendar events, bulk mailings, templates, referral source management and prospective customer lists.
User can run reports
This privilege enables the Reports menu and pages. Other privileges are required to access specific reporting areas, so this privilege is always assigned in conjunction with others.
User can setup studio info
This privilege opens access to all the setup capabilities and is typically restricted to an owner or a trusted administrator. Policies, curricula, deposit and payment information, locations and staff can all be managed with this privilege. It will not, however, allow access to modification of user privileges, or the addition of staff members.
User can manage classes
With this privilege, the user can not only see classes, but add, modify, cancel, delete, mark complete, and activate them.
User can manage families
With this privilege, the user can add, modify and archive family and child information.
User can add staff and modify staff privileges
With this privilege, the user can add staff and modify staff privileges. Warning: with this privilege, the user is able to give themselves any privilege they wish, so it should be assigned with care to trusted staff members.