Local Users

This new feature is perfect for tracking which staff member made a booking or purchase.

Think of it like assigning each employee a personal login—similar to Permission Groups, but with one key difference:
Each staff member gets a unique Local User profile and a PIN code to log into the system.

✅ After a period of inactivity, the system will automatically log them out, and they'll need to re-enter their code to continue.

Why this is useful:
It ensures bookings and purchases are tied directly to the individual staff member who made them, making it easier to track activity and accountability—no more guessing who did what!

How to Activate and Use Local Users

To begin using Local Users, please reach out to us first—we’ll need to enable the feature for your venue.

Once activated:

Go to Settings > Miscellaneous, and you’ll find a toggle to enable Local Users. When switched on, two important settings will appear:

1. Local User Inactivity Logout
   This sets the number of seconds a local user can remain inactive before the system automatically logs them out.

2. Generate New Passcode
   This creates a 6-digit passcode for each local user. This passcode acts as their login when the screen times out and logs them out.

After enabling:

You’ll notice a small bubble appear on the left side of the screen—this is the local user switcher.
Clicking on it allows you to change users. You can also drag the bubble up or down if it gets in the way of your view.

Now, if you head to Settings > Users, you’ll see a new button called "Add Local User."

This allows you to create local users for each of your existing permission groups, meaning you can assign different roles and access levels to each local user—just like you would with your regular users.

This setup gives you full flexibility to control what each local user can see and do based on their assigned permissions.

When you click on "Add Local User," a new window will appear where you can enter the necessary details.

• Start by filling in the First Name and Last Name of the user.
• Next, assign a Role by selecting the appropriate Permission Group from the dropdown.
• Finally, Generate Passcode — this will create a unique 6-digit code that the local user will use to log in.

This passcode acts as their personal login credential whenever the system logs out due to inactivity.

Once you assign this to an employee, they will be able to log in with the permissions specific to their role. The permission group you set will restrict their access to only the relevant features and functionalities. For example, if they make any changes—such as editing or creating a booking for a customer—those actions will be logged with their name or ID, making it clear who made the change.

In the example here, we have "Bob Erwin," a customer service employee, as a local user. On the right side, you can see his restricted permissions, which limit his access to specific parts of the site.

If Bob creates a booking, you’ll be able to see his name and ID associated with the booking in the booking editor, indicating that he was the one who made the change.