Managing your team

In Petsoft, you decide exactly what each person on your team can see and do. To manage your staff settings, go to Organization > Security.

The Staff Directory is where you see your team and their roles.

How groups work

Instead of setting rules for every single person, you create groups (like "Front Desk" or "Managers") and then add your staff to those groups.

Common group examples:

Front Desk

✓ Book stays
✓ Check customers out
— Give refunds
— See payroll

Groomer

✓ See their schedule
✓ Make notes on pets
— Change prices
— See money reports

Manager

✓ Everything above
✓ Give refunds
✓ Change prices
✓ See all reports

Creating custom groups

The default groups are just a starting point. Most facilities end up creating custom groups that match their actual workflow.

To create a group, go to Organization > Security > Groups and click Add Group.

Name it something your staff will understand. "Weekend Supervisor" is better than "Group B." Then check the permissions you want to grant.

Permissions are grouped into categories. You do not have to turn everything on. A few categories to think about:

Category	What it controls
Customers	Can they view, edit, or delete customer profiles?
Reservations	Can they book, edit, cancel, or override capacity limits?
Billing	Can they view invoices, process refunds, or change prices?
Reports	Can they run reports, export data, or see financials?
Facility	Can they edit services, runs, rates, or availability?

Report group access

General permissions control what someone can do. Report groups control what they can see in the reports menu.

A groomer probably does not need to see your revenue report. A bookkeeper probably does not need to see your daily medication list. Report groups let you hide the clutter.

Go to Organization > Security > Report Groups to set them up. You can create groups like:

• Operational: Daily schedule, arrivals, medications, occupancy
• Financial: Revenue, payroll, credit card reconciliation, account balances
• Marketing: Campaign results, promo code usage, customer demographics

Assign each employee to one report group. If someone needs access to two groups, create a combined group rather than letting them switch. It keeps things simple.

Facility-specific permissions

If you have more than one location, you can limit staff to specific facilities. A manager at your downtown location should not be able to change prices at your suburban location unless that is part of their job.

When you add or edit an employee, there is a facility assignment section. Check the boxes for each location they work at. If they are assigned to only one facility, the switcher disappears from their navigation bar and they never see data from other locations.

This is useful for franchise owners who want each location to operate independently, or for businesses with a training facility and a boarding facility that run as separate units.

Inviting new staff

1. Go to Organization > Settings and click the Staff tab.
2. Click Invite Staff.
3. Type in their email address.
4. Choose their group.
5. Assign their facilities.
6. They will get an email with a link to set their password and log in.

The invite link expires after seven days. If someone says they never got it, check their spam folder first. If that does not work, cancel the invite and send a new one.

Removing or changing access

When someone quits or changes roles, update their profile immediately. Do not leave an ex-employee with active login access because you are too busy to change their status.

To deactivate someone, open their profile and change the status to Inactive. Their history stays in the system for reporting, but they can no longer log in. If they come back, reactivating them takes one click.

If someone moves from front desk to manager, do not just give them extra permissions manually. Move them to the Manager group. That way, if the Manager group permissions change later, their access updates automatically.

Best practices

• Start restrictive. You can always add permissions later. It is harder to notice when someone has too much access.
• Review your groups every six months. People accumulate permissions over time.
• Do not share logins. Each person should have their own account so the audit log shows who did what.
• Train your staff to log out when they leave the computer. The best permission system in the world does not help if the computer is unlocked.