Can I automatically assign the responsible user?
Yes, you can choose to automatically assign new client records to the user who creates the record. This ensures that newly created clients are never visible to anyone other than the user who creates them and Site Administrators.
Under the Settings -> General -> How do you manage your customers?, below the visibility setting, you will see an ‘Assign new Client records to the user who creates the record’ checkbox:
If this is ticked, then any new clients will automatically be assigned to the user who created them, that is, they will become responsible for that client. This is the case for new clients created in Desktop, the mobile App and via Online Booking.
When a new client is created via Online Booking, they will be assigned to the user who they booked the appointment with.
If you have Visible to all users selected and the ‘Assign new Client records to the user who creates the record’ checkbox ticked, then new clients will be assigned to the user who created them, but all users on the site will still be able to see the client record and edit the responsible user.
However, if you have Visible to responsible user selected and the ‘Assign new Client records to the user who creates the record’ checkbox ticked, then new clients will be assigned to the user who created them and they will be hidden from all other users on the site (excluding Site Administrators, who always have full access to records regardless of ownership or the visibility setting). Furthermore, only Site Administrators will be able to edit the responsible user for the new client.
Applying this setting eliminates the risk of users on your site having access to clients who they are not responsible for, as the new client is automatically assigned to the responsible user (this assumes that the responsible user will be the one who created the client).
Warning: this setting can have big consequences when it comes to user access to client records, and so we recommend considering the consequences carefully before applying it.
If you want full control over who you assign as responsible for a client, then do NOT tick the ‘Assign new Client records to the user who creates the record’ checkbox. When unticked, you will have to manually assign new clients to the responsible user.
Under the Settings -> General -> How do you manage your customers?, below the visibility setting, you will see an ‘Assign new Client records to the user who creates the record’ checkbox:
If this is ticked, then any new clients will automatically be assigned to the user who created them, that is, they will become responsible for that client. This is the case for new clients created in Desktop, the mobile App and via Online Booking.
When a new client is created via Online Booking, they will be assigned to the user who they booked the appointment with.
If you have Visible to all users selected and the ‘Assign new Client records to the user who creates the record’ checkbox ticked, then new clients will be assigned to the user who created them, but all users on the site will still be able to see the client record and edit the responsible user.
However, if you have Visible to responsible user selected and the ‘Assign new Client records to the user who creates the record’ checkbox ticked, then new clients will be assigned to the user who created them and they will be hidden from all other users on the site (excluding Site Administrators, who always have full access to records regardless of ownership or the visibility setting). Furthermore, only Site Administrators will be able to edit the responsible user for the new client.
Applying this setting eliminates the risk of users on your site having access to clients who they are not responsible for, as the new client is automatically assigned to the responsible user (this assumes that the responsible user will be the one who created the client).
Warning: this setting can have big consequences when it comes to user access to client records, and so we recommend considering the consequences carefully before applying it.
If you want full control over who you assign as responsible for a client, then do NOT tick the ‘Assign new Client records to the user who creates the record’ checkbox. When unticked, you will have to manually assign new clients to the responsible user.
Updated on: 19/10/2023
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