Savetime allows an institution to give employees access to the parts of the institutional system they need for their work without giving them access to everything.
This is useful when an institution has several employees handling different responsibilities. The institution owner can create employee accounts and decide which areas of the system each employee is allowed to access.
After logging into your institutional account, go to:
System Access & Control → Employee Permissions
This is where the institution owner manages institutional employee access.
Employee permissions are separate from the Business Staff / Employee access used for the POS and business side of Savetime.
When adding an employee, enter the employee’s required login information and create their employee account.
The employee will use their assigned username and password to access the institutional system.
Only create accounts for people who should have access to the institution’s Savetime account.
After creating an employee, assign the areas of the system that the employee needs to use.
For example, an employee who is responsible for entering client payments may only need access to the relevant client and payment sections.
Another employee may need access to client accounts and statements but may not need access to financial reports or other restricted areas.
Giving employees only the access they need helps keep the institution’s records organized and reduces the risk of unintended changes.
Some institutional areas are restricted to the institution owner.
These include important financial and administrative areas such as:
Employees should not be given access to areas that are reserved for the owner.
This allows the institution owner to retain control over important financial information and administrative functions while employees handle their assigned day-to-day responsibilities.
An institutional employee does not use the regular personal/business access option to enter the institutional system.
From the Savetime login area, the employee selects:
Institutional Staff / Employee
The employee then enters their assigned username and password.
After successful login, Savetime takes the employee to the institutional area available to them according to their assigned permissions.
Employee permissions determine which parts of the institutional system an employee can use.
For example, if an employee has permission to work with client accounts but does not have permission to access institutional financial reports, they should not have access to the restricted financial section.
This makes it possible for different employees to perform their responsibilities without giving every employee full administrative access.
Employee permissions determine what an employee can access.
Savetime also provides System Opening & Closing, which determines when employees can access the institutional system.
For example, an institution may set its working hours so that employees can access the system during normal working hours but cannot log in outside those hours.
System Opening & Closing is therefore separate from Employee Permissions.
For more information, see System Opening & Closing.
As your institution changes, employee responsibilities may also change.
An employee may move to another responsibility, stop working for the institution, or require access to a different part of the system.
The institution owner should therefore review employee permissions from time to time and update access when necessary.
Do not leave unnecessary access assigned to an employee whose responsibilities have changed.
Each employee should use their own assigned login details.
Employees should not share usernames or passwords with other people.
If an employee no longer needs access to the institutional system, the owner should update or remove their access as appropriate.
This helps the institution maintain better control over who can access its records.
The institutional access system can be understood in three simple parts:
Employee Permissions → What the employee can access
System Opening & Closing → When the employee can access the system
Owner Controls → Areas reserved for the institution owner
Together, these controls allow an institution to give employees the access they need while keeping important administrative and financial functions under the owner’s control.
Institutional employee access is separate from the Business Staff / Employee access used for the Savetime POS.
If you are managing employees who work with the institutional recurring-payment system, use Institutional Staff / Employee and manage their access through System Access & Control → Employee Permissions.