A great way to protect your business data and confidential financial information is to be sure all Users have the right user permissions. Having the right permissions allows each User to access the parts of Jackrabbit they need to perform their tasks successfully.
Almost every permission will be checked off and activated when Jackrabbit first sets up a new account. This initial User ID is intended to be the account System Administrator. Once the System Administrator User ID has been completed, they can create additional User IDs as needed.
Create a template for different User ID staff roles. Once a template is created, you can select the template in the User ID column under Manage Users and click the Clone User button to duplicate a User ID and create a new User ID with the same permissions. This saves lots of time and you won't have to select the permissions each time.
We have indicated which User permissions are related to the following in the tables below:
- Financial information - Credit card information, transactions, family balances, fees, and credits/payments fall into this category.
- Areas of caution - These permissions are sensitive and may not be appropriate for general staff access.
- Areas requiring extreme caution - Deleting data, classes, events, students, and leads. These permissions can significantly affect your account and should be assigned to the appropriate administrator.
NOTE: Permissions without a check mark must be checked off manually once a User ID is created. Contact the Support Team if you need help with User permissions.
| Legend: | Financial Information | Use Caution | Use Extreme Caution | Financial Info & Use Caution |
Expand each section to view the permissions by category and see what the permission controls.
General
| User Permission | Description |
| View Restricted Files | Has access to view restricted files. |
| Family, Student, Contact Name Search | Global Name search box at top of screen. |
| Dashboard - Alerts | Requires permissions Executive Dashboard. |
| Dashboard - Revenue Summary | Requires permissions Executive Dashboard. |
| Dashboard - Aged Accounts | Requires permissions Executive Dashboard. |
| Dashboard - Metrics | Requires permissions Executive Dashboard. |
| Dashboard - Edit Settings | Requires permissions Executive Dashboard. |
| Edit Users-Definable Fields | Edit user-definable field labels. |
| Export Grid Information | User can export to Excel any information listed in grids. |
| Print Grid Information | User can print information listed in grids. |
Families
| User Permission | Description |
| View Family Page | Has access to view the details of a family. |
| List Families | Has access to Families Advanced Search, List Active Families, and List All Families (also see permission "View Family page"). |
| Email Families & Email/Print Student Schedules | Email families, students, and/or instructors, as well as email or print student schedules. Has access to the Notifications page. |
| Add Family/Account | Add Family menu item. Can add a Family. |
| Quick Family Student Enroll | Ability to Add a Family, Parents, Students and Enroll the student in a class from one screen. |
| Delete Family/Account | Delete Family from Family page. |
| Merge Families/Accounts | Can merge two families/accounts together. |
| Post Fees | Post Fees button. Can Enter fees. |
| Add Student | Add Student button. Can add a student. |
| Add Contact | Can add a family contact (has access to the Add Contact button on the Family page). |
| Statement | Ability to generate a single Family Statement (has access to the Statement button on the Family page). |
| Balance | Ability to view Family Balance. |
| Transactions Tab | Has access to view the transaction records on the Transactions tab. |
| Billing Info Tab | Has access to view/edit the fields on the Billing Info tab. |
| View/Edit Credit Card & Bank Account | Has access to view, enter/change the Family Credit Card and Bank Account number. |
| Post Credit Card Transactions | Can post charges to a Credit Card on file. |
| Void on Card | Ability to void credit card payments processed through an e-commerce gateway (also see permission "Post Credit Card Transactions"). |
| Refund on Card | Ability to refund credit card payments processed through an e-commerce gateway (also see permission "Post Credit Card Transactions"). |
| Post Refund | Ability to post a refund. |
| Edit Transaction | On Transactions tab, this user can edit a single transaction. |
| Delete Transaction | On Transactions tab, can delete a single transaction. |
| Payment/Credit entry button | Access to the Payment/Credit button where you can pay off charges. Access is needed for Store one-time payments. |
| Lead File - Access | Has access to view and search existing leads only. |
| Lead File - Manage | Has access to edit/archive/restore a lead file. |
| Delete Leads | Permission to delete lead from Lead File. |
| Lead File - Email | Has access to email leads. |
| Lead File - Mass Archive | Has Access to perform a mass archive. |
| Lead File - Export Leads | Has Access to export all leads to a file. |
| Clear Family User-defined Fields and Family/Student Fixed Fees and Discounts | Can do a mass update to clear Family User-defined Fields and Family/Student Fixed Fees and Discounts. |
Students
| User Permission | Description |
| List Students | Has access to Students Advanced Search, List Active Students, and List All Students. |
| View Student Page | Has access to view detailed student information. |
| Enroll Student | Enroll Student button. Can enroll students. |
| Skills Mass Update & Class Skills/Levels tab | Ability to view/use the Skills/Levels Mass Update and the Class Skills/Levels tab. |
| Skills/Levels Add to Classes | Add Skills/Levels to Classes. |
| Drop Student | Drop a student from a class. |
| Delete Student | Delete Student from the Student page. |
| Delete Absence | Ability to delete a student absence. |
| Medical Info | Ability to view/edit medical information. |
| Clear Immunization fields | Can use All Students to perform a mass update on the Student's Medical tab; resetting the YN field and clearing the Notes field. |
| Clear Student User-defined Fields and Update Student Grades | Can do a mass update to clear user-defined fields on the Student Miscellaneous tab. Can do a mass update to the grade level for all students. |
Classes
| User Permission | Description |
| Add Class | Add Class menu item. Can add a Class. |
| Delete & Copy a Class | Delete and Copy a Class from the Class page. |
| Mass Drop | Mass Drop button. Can perform a Mass Drop on a Class. |
| List Classes | List Classes, Weekly/Daily/Room Schedules, Monthly Class Calendar. |
| View Classes | Has access to class details and view classes in Global Classes Search, Advanced Searches, List Classes, Class Openings, Waitlists, and Schedules. |
| Edit Class Summary Tab | Ability to edit Class Summary tab. Also, see "Edit All Classes" permission. |
| Email Class | Ability to send an Email to all parents and students associated with a Class. Must also have permissions to List Classes and View Classes. |
| Openings | Class Openings report (under Classes menu). |
| Class Schedule | Can view the Class Schedule report (under Classes menu). |
| Class Rolls | Has access to class roll & sign in/sign out report. |
| Edit Waitlist | Can edit the Waitlist. |
| Copy Classes | Copy classes in a Session (or Category within a session) including enrollment and/or tuition fees. |
| Edit All Classes | Edit all classes in a spreadsheet format. |
| Archive (Terminate) Classes | Archive (Terminate) Classes that have been completed. |
| Delete Drop History | Can delete individual Past Enrollment records (Drop History) for the class. |
| Costumes/Apparel Tab | Can add/edit/remove costumes, products, equipment to/from a class. |
| Class Costume Sizes | Edit Student Costume Size from the Class page. |
| Edit Master Lesson Plans | Edit your organization's Lesson Plans (templates) that can be imported and used per class. |
| Waiting List Report | List of all students on a class waiting list. |
| Manage Substitutes | Can add, edit and delete substitute records. |
Events
| User Permission | Description |
| Events Module | The master control for the Event Pulldown menu. This needs to be on to access any Events menu items. |
| Add Event Types | Can add new event types. |
| Delete Event Types | Ability to Delete Event Types. |
| Add Event Date and Time | Ability to add an individual Date and Time. |
| Delete Event Date and Time | Ability to Delete an individual Date and Time. |
| Email Event | Ability to send an Email to all parents and students associated with an Event. Must also have permission for the Event Module. |
| Recital Module | Ability to edit and view recitals. |
| Delete Recital | Has access to delete recitals. |
Staff
| User Permission | Description |
| List Staff | Has access to List Active Staff, List All Staff, Staff Advanced Search. |
| Add Staff/Instructor | Can Add a staff person or an Instructor. |
| Delete Staff/Instructor | Can Delete a Staff person/Instructor. |
| Compensation tab | Has access to view/edit the fields on the Compensation tab on the Instructor page. |
| Compensation tab when User ID is linked to Staff | View Compensation tab only when User ID is linked. |
| Time Card and Portal Settings tab | Allows access to the Staff Time Card and Portal Settings tab. |
| Feedback tab | Has access to view/edit the fields on the Feedback tab on the Instructor page. |
| Staff Skills tab | Has access to view/edit the fields on the Staff Skills tab. |
| Certifications tab and report | Has access to view/edit Staff > Certifications and Staff/Instructor Certifications tabs. |
| Availability tab | Has access to see the Availability tab on the Staff/Instructor screen and can Edit Instructor Availability. |
| Misc. tab | Has access to fields on the Staff/Instructor Misc. tab. |
| Staff Record Notes Tab | Can view the Staff Notes tab and has access to view, add, edit, and delete notes. |
| Classes Tab - Class Links | Can access Class Page from Staff/Instructor page. |
| Instructor Calendar | Can view the Staff/Instructor's Calendar. |
| Weekly Schedule | Can view their Weekly Schedule. |
| Email Staff | Has access to email staff. |
| Pay Rate Report | Has access to view the Pay Rate report. |
| Add Time Entry | Ability to add a Staff Time Entry. |
| Clear Immunization fields | Can use Active Staff to perform a mass update on the Staff's Misc tab; resetting the YN field and clearing the Notes field. |
| View/Manage Staff PINS | Can view and manage Staff PINs used to open self check-in. |
Transactions
| User Permission | Description |
| Delete Transactions | Can Delete Transactions based on search criteria (from the Transaction Menu). |
| Search for Deleted Transactions | Can search for deleted transactions in Transactions Search. |
| Delete E-commerce Transaction | Can delete payments processed through an e-commerce gateway. |
| Post Class Transactions, Post Annual Fees | Post transactions to multiple students enrolled in a Class or Event at one time, like competition fees. Post Group Fee (on class page and Event page). |
| Post Late/Misc Fees | Can post Late/Misc Fees for families/students. |
| Post Tuition Fees | Can run a Post Tuition Fees which generates the tuition transactions for each family with an enrolled student. Can edit "Tuition Billing Method". |
| Delete Tuition Fees | Can Delete Tuition Fees that back out tuition billing transactions generated by Post Tuition Fees. |
| Edit Payment Amount | Ability to edit the payment amount. |
| Process Credit Cards and Bank Accounts | Can charge all e-Payment accounts (Credit Cards and Bank Accounts) with a balance. |
| Process Credit Cards - Ignore Pre-Payments | Can charge Credit Cards and Bank Accounts the full amount of the fee and ignore pre-payments. |
| Edit Original Fee | Can edit the original fee when posting a transaction. |
| NACHA Reports and Exports | Can run NACHA report, NACHA Export file, and run the Payoff function. You must have e-commerce enabled to see NACHA Option under Transactions. |
| Default Payment to Family Balance | Will default payment amount on Payment screen to the Family balance. |
| Edit Payment Transaction Date | Has ability to edit transaction date on payments (excludes e-Payments done within JR - these cannot be changed). |
| Find Unapplied Credits, Mass Edit Transactions | Can mass apply credits; can update several transactions. |
| Omit Family from Transactions | The user can omit a Family from one or more transactions (Billing Info). |
Store
| User Permission | Description |
| Store Menu | Access to the Store Menu. |
| Add/Edit Items | Ability to add and edit Items. |
| Edit Item Price/End Price in Make a Sale | Edit Item Price and End Price amount in Make a Sale. |
| View Store Reports | Ability to view Store Reports. |
| Add/Edit Store Accounts | Ability to add and edit Store Accounts. |
| Add/Edit Store Vendors | Ability to add and edit Vendors. |
| View Item Cost in List Items | Ability to view the Item Cost in List Items. |
Reports
| User Permission | Description |
| Terminal ePayment Exception Report | Can view the Terminal ePayment Exception report. |
| Contact Listing | Can view the Contact Listing Report. |
| Email Listing and Family Reports | Can view Email Listing, Family Address Listing, Family Listing Reports, and Family Mailing Labels. |
| Transaction Reports and Payment Method Summary | Can view Payment Method Summary, Transaction Listing, and Transaction Summary. |
| Transaction Search | Can view Transaction Search and Recent Transactions. |
| Transaction Sub-type Listing | Can view Transaction Sub-type Listing. |
| Event Enrollment | Print Event details and enrollment for birthday parties, parents' night out, etc. |
| Family e-Payment Listing | Family ePayment Listing - Lists all the families set up to have their bill paid by credit card or bank account. |
| Family ePayment Listing: Un-Mask Bank Routing /Acct # | Ability to see the bank routing and account numbers. Requires Family e-Payment listing permission. |
| Deposit Slip | Deposit Slip Report. |
| Enroll History | Can view the Enroll History. |
| Drop History | Can view the Drop History. |
| Absence/Make-Up Report | Can view all the absences and makeups. |
| Aged Accounts Summary | Can generate the Aged Accounts Summary. |
| Aged Accounts Details | Can view the Aged Accounts Details. |
| Family Balance Summary | Can generate the Family Balance Summary. |
| Online Registrations | Can search/view Online Registrations report. |
| Process Registrations | Can view the Process Registrations Reports. |
| Enroll Snapshot 1 | Enroll Snapshot 1 - Search. |
| Enroll Snapshot 2 | Enroll Snapshot 2 - PDF. |
| Enrollment Detail and Who's Scheduled to Be Here | Can view the Who's Scheduled to Be Here report and the Enrollment Detail report (with many search and display options). |
| Parent Portal Log | For Portal Users, can view recent portal activity. |
| Family Statements (Print) | Can print Family Statements (Statements - Email has separate permission). |
| Student Detail Report | Can run the Student Detail Report. |
| Revenue Reconciliation Reports | Can view the Revenue Reconciliation Reports. |
| Student Sizes Report | List of student sizes and measurements. |
| Zip Code Summary | Display enrollment totals by zip code. |
| Fee Summary Reports | Can view the Paid Fees report and the Fee Summary report. |
| Revenue Summary | Ability to view Revenue Summary report. |
| Revenue Snapshot | Can view Revenue Snapshot (formerly QuickBooks Report). |
| Instructor Schedule - View Student Phone | The ability to view student phone numbers on the instructor schedule report. |
| Email Statements | Ability to generate HTML statements to be emailed to customers. |
| Instructor Scheduled Time Report, Instructor Schedules | Has access to Instructor Scheduled Time Report and Instructor Schedules. |
| Student Information Sheet | Can view Student Information Sheets. |
| Student Labels | Can generate Student Labels. |
| Telephone Listing | Ability to view Telephone Listing and Enrollment Trending reports. |
| Email Bounce Report | Can view Email Bounce Report for family/account, students, staff, and user IDs. |
| Source Report | Summary counts by source (how they heard about you) of families, students, and enrollments. |
| Emails - Scheduled | Has access to Scheduled Emails. |
| Sent Emails | Can view the Sent Emails report. |
| Tuition Not Posted Report | Can view the Tuition Not Posted report. |
| Notes Grid | User can view all Notes. |
| Staff Availability | Can view the Staff Availability report. |
Tools
| User Permission | Description |
| Edit Drop-down List and Statements/Ecomm Receipts | Edit the system drop-down lists (such as Category 1, Transaction Types, Payment Method, etc.) and settings for Statements and ecommerce receipts. |
| Edit Student Skills Lists | Edit Skills and Sub-Skills Lists. |
| Manage Users & Permissions | Can see the list of users for the Organization and search User Activity. Permissions to Add User, Edit User Permissions, Edit User Locations & User Categories, and Delete User are separate. |
| Edit Tuition Defaults | Edit Tuition Settings, Tuition Defaults, and Class Tuition Settings (except for Tuition Fee). |
| Add User | Ability to Add a User. |
| Delete User | Ability to Delete a User. |
| Edit User Permissions | Edit User Security - Permissions, restrict a user's access to system functions, screens, tabs, and fields. |
| Edit User Locations & User Categories | User can edit another user's Locations and/or Category 1 access and restrict what the User has access to. |
| Add/Edit Location | Ability to add and edit a Location for your Organization. |
| Edit Email Templates | Has ability to manage (add, update, delete, copy) email templates. |
| Search Criteria Favorites | Can Create/Edit/Delete Favorites (search criteria and settings favorites). |
| Setup Guide | Allows access to Setup Guide where user can edit system settings, add family data and process payments. |
| Edit Settings, Logo, Announcements | Edit Organization settings (such as address, email, tax rate), logo, and announcements. |
| Edit Online Registration and Parent Portal Settings | Ability to edit Online Registration text and settings and Parent Portal settings. |
| Import Data | Ability to Import Data via the Excel file upload/import. |
| Delete Imported Data | Can Delete Imported Data on a specified date. |
| QuickBooks Export | Export Category 1 totals for a date range to QuickBooks GL. |
| Assign Tasks | Ability to Assign tasks to Others (see dashboard). |
| Drop Unpaid Families | Drop families within a Session or Category that have not paid their tuition. |
| Costume/Apparel Module | Ability to edit and view costumes/apparel. |
| View My Account | View details of this Jackrabbit account. |
| Text Messages Settings | Can view and edit text message settings. |
| ePayment Settings | Can access the ePayments Wizard or ePayments Settings. |
| Sent Text Messages | Can send text messages to contacts, students and staff (also see permission "Email Families"). |
| Closed Dates | Can add and edit Closed Dates. |
| Upload a File | Ability to upload new files to Jackrabbit Files. |
| Delete a File | Ability to delete files from Jackrabbit Files. |
| Manage Policies | Can manage policies and assign policy groups to classes. |
| View/Assign Policies | User is limited to viewing policies & policy groups; assigning/removing policy groups to classes. |
| Self Check-in Settings | Can view and manage Self Check-in Settings. |
| Zapier API | Can view and manage the Zapier API key. |
Partners
| User Permission | Description |
| Manage Spot TV | Permission to create Spot TV Groups and assign Groups to Jackrabbit Classes. |
| View Yardstik Reports | Permission to view Yardstik background reports. |
Staff Portal
| User Permission | Description |
| Guided Staff Portal Setup, Edit All Portal Logins and Edit All Staff Settings | Allow access to the Guided Staff Portal Setup, Edit All Portal Logins, and Edit All Staff Settings. |
| Staff Portal Settings | Ability to edit staff portal settings. |
| Approve/Unapprove Time | Access to Approve/Unapprove Time. |
| Edit Actual Hours in Approve Time | Allows user to edit total time when approving time. |
| Close Pay Period and Export to Payroll | Access to Close Pay Period and Export to Payroll Report. |
| Edit Department and Staff News | Allows access to the Edit Department and Staff News. |
| Launch Staff Portal | Ability to launch the staff portal. |
| Manage Incomplete Time Entries | Ability to manage incomplete time entries. |
| Access to all time clock Departments | The user can access time entries for all Departments in Approve/Unapprove Time. |
| Time Report and Staff Portal Login ID Report | Allows access to the Time Report, Staff Portal Login ID Report. |
| Staff Time Audit Report | Allows access to the Staff Time Audit Report. |
| Staff Here Now Report | Ability to view the list of staff clocked into the Staff Portal/Time Clock. |
Automation
| User Permission | Description |
|---|---|
| Task Management | Edit, Pause, or Delete an Automation Task. |
On the User Permissions page, enter a search term or keyword in the Search field for a Category, User Permission, or Description to filter and locate a permission. For example, enter Students in the Search field under Category and all Students permissions will be displayed.
