User Roles

SunMule supports multiple user types with different access levels to ensure your salon operations run smoothly while maintaining security and proper workflow management.

User Types Overview

SunMule has two main categories of users:

• Staff Users - Employees who work at your salon
• Customer Users - Clients who visit your salon for services

Each user type has different capabilities and access to various features within the system.

Staff User Roles

Owner

Full System Access

• Complete salon management and configuration
• Financial reporting and analytics
• Staff management and permissions
• Multi-location oversight (if applicable)
• System settings and integrations
• Customer data management
• Equipment configuration

Typical Responsibilities:

• Overall business strategy and oversight
• Financial planning and analysis
• Staff hiring and management
• System administration

Manager

Operational Management Access

• Daily operations oversight
• Staff scheduling and management
• Customer service escalations
• Inventory management
• Local reporting and analytics
• Equipment troubleshooting

Typical Responsibilities:

• Day-to-day salon operations
• Staff supervision and training
• Customer relationship management
• Inventory and supply management

Restrictions:

• Limited access to financial settings
• Cannot modify system-wide configurations
• Cannot access other locations (unless specifically granted)

Front Desk Staff

Customer Service Access

• Customer check-in and check-out
• Session booking and management
• POS transactions and payments
• Customer profile updates
• Basic inventory lookup
• Equipment operation (tanning beds)

Typical Responsibilities:

• Greeting and assisting customers
• Managing appointments and walk-ins
• Processing sales and payments
• Basic customer support

Restrictions:

• No access to financial reporting
• Cannot modify staff information
• Limited access to system settings
• Cannot process refunds (without manager approval)

Part-Time/Seasonal Staff

Limited Access

• Basic customer check-in/check-out
• Simple POS transactions
• Equipment operation (with training)
• Customer assistance

Typical Responsibilities:

• Basic customer service during busy periods
• Assistance with routine operations
• Equipment monitoring

Restrictions:

• No access to customer data modification
• Cannot process complex transactions
• Limited reporting access
• Requires supervision for most tasks

Customer User Types

Regular Customers

Self-Service Access

• View and book available appointments
• Manage personal profile information
• View session history and usage
• Access membership details and balances
• Update payment methods
• Communicate with salon staff

Features:

• Online booking system
• Account management portal
• Session history tracking
• Membership status monitoring

VIP/Premium Members

Enhanced Access (All regular features plus:)

• Priority booking access
• Exclusive appointment slots
• Advanced booking capabilities
• Special promotions and offers
• Enhanced customer service features

Benefits:

• Early access to new services
• Personalized recommendations
• Dedicated customer support
• Exclusive member events

Permission Management

Assigning Roles

For New Staff:

1. Create user account with basic information
2. Select appropriate role template
3. Customize permissions as needed
4. Set location access (for multi-location businesses)
5. Provide login credentials and training

For Existing Staff:

1. Review current permissions regularly
2. Adjust roles based on job changes
3. Remove access when staff leaves
4. Update location permissions as needed

Role Templates

SunMule provides pre-configured role templates:

• Owner Template - Full access to all features
• Manager Template - Operational management access
• Front Desk Template - Customer service focused
• Part-Time Template - Limited access for temporary staff

Templates can be customized to match your specific operational needs.

Multi-Location Permissions

For businesses with multiple locations:

Location-Specific Access:

• Staff can be assigned to specific locations
• Customers can access services at any location
• Managers can oversee their assigned locations
• Owners have access to all locations

Cross-Location Features:

• Customer data shared across locations
• Centralized reporting and analytics
• Staff can work at multiple locations
• Unified membership programs

Security and Access Control

Login Security

Staff Accounts:

• Unique username and password for each staff member
• Password complexity requirements
• Session timeouts for security
• Activity logging and monitoring

Customer Accounts:

• Email-based account creation
• Password reset capabilities
• Account verification processes
• Privacy controls for personal data

Data Protection

Staff Data Access:

• Role-based access to customer information
• Audit trails for data modifications
• Secure storage of sensitive information
• Compliance with privacy regulations

Customer Data Protection:

• Encrypted storage of personal information
• Secure payment processing
• Privacy controls for data sharing
• Right to data deletion and modification

Best Practices

Staff Management

1. Regular Review - Periodically review staff permissions and access levels
2. Principle of Least Privilege - Grant only the minimum access needed for job functions
3. Training Documentation - Maintain clear documentation of role responsibilities
4. Offboarding Process - Remove access immediately when staff leaves

Customer Management

1. Clear Communication - Inform customers about self-service capabilities
2. Privacy Respect - Respect customer privacy preferences
3. Support Availability - Provide easy access to help when customers need it
4. Feature Education - Help customers understand available self-service features

System Administration

1. Regular Audits - Review user access and permissions regularly
2. Security Monitoring - Monitor for unusual account activity
3. Backup Plans - Ensure continuity if key staff members are unavailable
4. Documentation - Keep records of permission changes and reasons