Control what each person can do with roles and policies

Zelun decides who may do what with two building blocks.

• A policy is one permission. It says that certain people can, or cannot, do certain things in certain places. For example: "this person can change this location".
• A role is a named bundle of policies, such as a job title. You give the role a name, attach permissions to it, and assign people to it. Everyone in the role gets everything the role contains.

Two kinds of access work without any policy or role. The Zelun administrator account can reach everything. The owner of a company can manage that company, its locations and its team without anything being set up. Roles and policies are for granting access beyond that.

Important: the Policies and Roles screens appear only for the Zelun administrator account. As an owner, you give your team permissions from Permissions on each person's page in Team. You see six permissions written as sentences, each with a switch, and you choose whether it applies to all your branches or only some. If you need something those six don't cover, ask Zelun support to set it up with what this article describes.

The permissions you give from Permissions. Each switch grants specific actions, and nothing else:

| Switch | What it allows | Actions | |---|---|---| | Can create and edit quotes | Create, revise and send quotes. | quote:write | | Can see money reports | See the branch report and download it as CSV. The whole-company summary needs all branches. | report:read | | Can take payments and refund | Check out appointments, sell products at the till, open and close the cash drawer and record petty cash; refund checkouts, Tap to Pay payments and desk deposits. | payment:take, payment:refund | | Can see and edit inventory | See stock, alerts and purchase orders, and change, import and receive them. Changing the company's products and suppliers needs all branches. | inventory:read, inventory:write | | Can see Activity | See who changed what in the calendar and client records, for their branches only. Company-wide changes need all branches. | audit:read | | Can moderate reviews | Hide or show reviews for their branch. | review:moderate |

Some things stay yours only: setting up a branch's payment account, turning on Tap to Pay and deciding who takes payments on their phone, the pay report, expenses, and the switch that makes your reviews public.

If a switch says Partial, the person has some of those actions, for example because Zelun support gave them only one. Press Adjust to make it complete or remove it.

The two note permissions. With no permission at all, each practitioner already opens the history of clients they have seen and writes the note for appointments they treat. Two permissions go further:

• visit-note:read lets a person open any client's note history.
• visit-note:write lets a person add a note to an appointment they did not treat. The note is written for that appointment's practitioner.

Neither opens anything else about the client: they do not allow editing the client's record. If your business has restricted notes turned on, a read permission only shows that a note exists (Clinical note · restricted), never what it says. Both are included in every plan, with no add-on and no credits.

The two quote permissions. With no permission, only the owner quotes. Two permissions let someone else, such as your designer, quote without handing them the rest of the company:

• quote:read lets the person see the list of quotes and open them.
• quote:write lets the person create, revise and send quotes, and also find the quote's client or create them from the form. It includes everything in quote:read.

Each permission is granted for one location or for all of a company's locations, and applies only where it was granted: a permission at one location does not cover another. Neither opens orders, payments, refunds, cancellations or invoices, which stay with the owner. They come on every plan. How the person uses them is in the article on quotes and orders.

1. Decide who needs the access, and what they should be able to do.
2. Know the place: every company, one company, all locations of one company, or one location.
3. The person must appear in the directory of people. If they do not, you can paste their Clerk user id instead. To give someone in the directory access, invite them from their page with Invite and choose a Role: when they accept the invitation they receive that role.

Create a permission (a policy)

1. Open Policies and press New policy.
2. Under Effect, choose Can (allow) or Cannot (deny).
3. Under Who, tick the people it applies to, or paste a Clerk user id. Tick Leave without people to use as a role pack if the permission should only be attached to roles.
4. Under What they can do, tick the actions. They are grouped under Company, Branch and Brand (logo, accent, cover). The company and branch groups offer creating, reading, changing and listing. The brand group offers changing the brand.
5. Under Where, choose All companies, One company, All branches in a company or One branch, then pick the company or branch. Press Add place to add more places.
6. Check the sentence under This grant will read as:, then press Create policy.

Give someone on your team a permission

1. Open Team, go to the person's page and press Permissions.
2. Turn on the permission's switch, for example Can take payments and refund.
3. Under Where it applies, leave All branches or choose Some branches and tick them. It saves straight away.
4. To take it back, turn the same switch off.

If the person shows No linked account, they don't have Zelun access yet. Invite them from their page and come back once they accept.

Give someone access to notes

1. If you are the owner, ask Zelun support to do it. Support uses Permissions on the person's page under Staff, a policy in Policies or a role in Roles.
2. Grant visit-note:read to let them read any client's note history, or visit-note:write to let them add notes to appointments they did not treat.
3. Choose the place, as with any other permission, and save.

Give someone access to quotes

1. If you are the owner, turn on Can create and edit quotes from Permissions on the person's page under Staff, for all branches or some. For anything else (for example only seeing quotes with quote:read), ask Zelun support to use Permissions, a policy in Policies or a role in Roles.
2. Grant quote:write so they can create, revise and send quotes, or only quote:read so they can see them.
3. Under Where, choose One branch or All branches in a company, and save. For another location, add that place too.

Edit or remove a policy

Open Policies. The Who can do what list shows each permission with its effect, people, actions and place. Press Edit to change one and Save policy to keep it. Press Delete to remove it. Deleting it also takes it off any role that used it, and Zelun asks you to confirm.

Build a role

1. Open Roles. The screen has two sides. On the left, a card for each role shows how many members it has, how many permissions, how many of them deny, and the members' initials. A line at the top counts your roles and members.
2. Press New role, type the Role name and press Create role.
3. Select a role. Its details open on the right, under Permissions. Each permission shows an Allow or Deny label and a sentence such as "Can see every branch in" followed by a company name, with the exact permission written beneath. A note says these are the same grants as in Policies, so you can edit them in either place, and Who can do what links to Policies. The new permissions read like this: "Can take and refund payments in any branch", "Can see money reports in Centro", "Can see and change inventory in any branch", "Can see activity in Centro", "Can moderate reviews in any branch".
4. Use Add permission to attach a permission, with the same choices as a policy. Press Detach next to one to take it off the role.
5. Under People, use Assign person to choose someone from the directory, or paste their Clerk user id if they are not on staff yet. Press Remove to take someone out.
6. Rename the role with Save name.

Check what someone can really do

• Effective access shows a table for one company: for each person, whether they Can change, Can see only, are Explicitly denied or have No grant, and whether that comes from a direct permission or a role pack.
• Check one thing answers a single question. Choose a Person, an Action and a Scope, then press Check. The answer is "Yes, allowed", "No, denied" or "No — nothing grants it", with the reason.

Let a manager see order costs

1. Costs and margins of made-to-order jobs are separate from quotes. In a role, add a permission and tick order_cost:read under Order costs to let someone see them, and order_cost:write to let them change cost lines. Choose one location or all of them.
2. The role detail reads it as a sentence, for example "Can see order costs and margins in any workshop". The person finds Order costs in the Orders group and sees nothing else of the orders.
3. A quote permission never includes costs, so a designer who quotes does not see the estimate.

Your clients do not see roles or policies. The effect is indirect: the people on your team can only do what they have been given, so the right people manage your locations, brand and settings.

• Expecting these screens in an owner's menu. They appear only for the Zelun administrator account.
• Forgetting that a deny wins. A Cannot (deny) permission overrides an allow, even one that comes from a role.
• Not choosing a place. Zelun asks you to choose at least one action and one place before saving.
• Granting access to the wrong place. Pick One branch rather than All companies unless you really mean everything.
• Deleting a permission that a role uses. It disappears from that role too.
• Expecting a note permission to allow editing the client. It only opens notes. Changing the client's record needs other access.
• Expecting visit-note:read to show restricted notes. With restriction on, it only shows that they exist.
• Granting the quote permission at one location and expecting it at another. Each location needs its own grant, or choose all of the company's locations.
• Expecting quote:write to open orders. It covers quotes and their client only; orders and invoices stay with the owner; taking payments and refunds is a separate permission.
• Expecting take payments to include refunds in a role. From Permissions the switch gives both, but in a role they are separate actions: payment:take does not refund.
• Expecting inventory to open the till. The cash drawer and product sales go with Can take payments and refund, even though they sit under Inventory.
• Granting on one branch and expecting the whole company. The company report summary, Activity changes not tied to a branch, and changes to products and suppliers need all branches.
• Expecting review moderation to turn public reviews off. That switch is the owner's only.
• Assuming a role gives owner access. The company owner is handled separately and does not need a role. Managing roles and policies themselves is limited to the Zelun administrator account.

The staff directory and staff time off have their own articles.