Security
Security in HostedSuite
HostedSuite has a multi-level security system that allows you to restrict visible data and functionality for users
effectively. There are three types of users in the HostedSuite system:
| User Type | Description |
| --- | --- |
| Administrators | Administrators have full access to the HostedSuite system. They can view all centers and have all
permissions. Administrators should be created with caution as they have the ability to do anything. |
| Team Members | Team Members are managers with limited access and visibility to the system. Each Team Member is
assigned to a User Group that governs their access. |
| Clients | Client Users are portal users with limited access to the client portal, typically created to allow clients
to schedule online, update their information, etc. |
Administrators
Administrators are managed under Security > Administrators.
Administrators have full control over the HostedSuite system, including the ability to:
1. Create clients, centers, and more users.
2. Delete any record permanently.
3. Manage system settings, including phone system connectivity, branding, and portal access.
To ensure security, it is recommended to limit the number of Administrators and assign them strong, hard-to-guess
passwords.
When creating a new Administrator, the following fields can be specified:
| Name | Description |
| --- | --- |
| First Name/Last Name | The user's first and last name. |
| Email Address | (Required) The email address where the user will receive notifications. This field is required, but
you do not have to specify any notifications for the user. |
| Center | The user's parent center. |
| User Name | The username for logging in. |
| Password/Confirm Password | The password for logging in. |
| Notifications | A list of possible notifications the user wants to receive. Check each one the user is interested in.
|
| Notification Centers | The list of centers the user is interested in for notifications. For example, checking
"Reservation Scheduled" in the Notifications list and "Philadelphia" in the Centers list will notify the user only when
a reservation is scheduled for the Philadelphia center. |
User Groups
User Groups are managed under Users > User Groups.
User Groups determine what Team Members and Clients can do. Multiple users can be assigned to the same user group.
There are two types of user groups: Team Member and Client.
When creating or modifying a user group, the following settings are available:
| Name | Description |
| --- | --- |
| Name | The name of the user group. |
| Type | Client or Team Member. Client user groups can only be applied to Client Users, and Team Member user groups can
only be applied to Team Members. |
| Parent Center | The parent center for this user group. |
| Roles | Specify what permissions are given to users in this user group. Hovering over each role name will display a
description of the permissions the role grants. Check each role you want the user to have. |
| Visible Centers | Check the boxes for each center this user group should have access to. Leaving all boxes unchecked
means the user group will have access to all centers. |
| Visible Tags | Restrict visible data by specifying filter tags. Only data tagged with the specified tags will be
visible. |
| Scheduling Cancellation Policy | Specify the cancellation policy that will be applied to reservations created by users
in this user group. |
Team Members
Team Members are managed under Security > Team Members.
Team Members are managers with restricted access to the HostedSuite system, based on their assigned User Group. Before
creating a Team Member, create the necessary User Group(s).
When creating a Team Member, the following fields are available:
| Name | Description |
| --- | --- |
| Center | The parent center for this user. |
| First Name/Last Name | The user's first and last name. |
| Email Address | The email address where the user will receive notifications. |
| Access | The User Group that this user is assigned to. |
| User Name | The username for logging in. |
| Password/Confirm Password | The password for logging in. |
Clients
Client Users are the Contacts in your database that will have access to the Client Portal. Client Users are assigned to
a specific User Group, so before creating a portal login, create a User Group for your clients.
Client Users are managed under Main Menu > Organization > Contacts.