Two tiers, set by role
Every login has a role: owner, manager or staff. Owners and managers run the business side, meaning reports, inventory, employees and settings. Staff work the desk, and by default they get what the desk needs: the floor board, check-in, the till, client records, the appointment book and the time clock. They also see today's visits and sales in the sidebar, because closing the drawer needs them.
Only a manager can make someone a manager, and no permission setting can take anything away from a manager, so nobody can lock the owner out of their own salon.
Hand out single jobs, not whole areas
Beyond the defaults, access is a set of boxes, one per job, grouped by the question an owner is actually asking. Settings → Permissions sets what all staff get. Employees → Boxes switches a box on or off for one person, and that person's own setting wins over the default either way.
| Group | Jobs you can hand to staff |
|---|---|
| Money | See the salon's figures; see the day sheet only; see pay and commission; change a client's package |
| What you sell | Change packages, products and prices; receive and count stock; see gift cards |
| People | Add staff and change their role; correct timesheets |
| How the salon runs | Set up rooms; change salon details; change tanning and membership rules; edit the waiver; set sales tax; choose which packages open which rooms; set services and opening hours |
| Connections | Run the online shop; set up wallet passes |
The settings that shape a UV session are their own boxes. The hours required between UV sessions, whether a skin type is required, and membership freezing sit under tanning and membership rules. The wording clients sign is a separate box, and so is the access matrix that decides which package opens which room. A closer who counts the drawer can have the day sheet and nothing else, and the person who does the ordering can receive stock without touching prices. A box that hands over an outside account key says so on the screen.
What always stays with managers
- Voiding a sale, which also cancels whatever the sale granted, such as a package. The database refuses a void from anyone else, so there is no box for it.
- Issuing or voiding a gift card by hand, because both move money.
- Setting commission rates and adding bonuses, even for someone allowed to see pay.
- Making someone a manager.
- Deleting or merging client records. The owner can always, a manager only when the owner ticks Can delete and merge clients for them, and staff never.
- Correcting their own hours. Nobody but a manager edits or removes their own shifts, whatever boxes they hold.
Enforced below the screen, not just hidden
Staff without a box are sent back to the floor board, and the link disappears from their menu. The check that matters sits underneath: for every job that changes something, the server checks the box and the database checks it again, so a session that talks to the database directly cannot make a change the screen would refuse. Where several jobs share one record, the database checks each changed field, so someone trusted with the receipt wording cannot change the sales tax rate on the way past.
Sales are written by the server after it prices them, never by the signed-in session, and each salon's data is kept apart at the database level.
A time clock on every screen
The clock-in button sits in the sidebar of every page, so staff clock in where they already work. Clocking in twice keeps the one open shift rather than starting a second, and clocking out with nothing open does nothing, so a timesheet never blocks the desk.
The day sheet lists who was on the clock that day, with in, out and hours, and marks anyone still clocked in.
Fixing a missed clock-out
Under Settings → Time clock, a manager, or anyone given the timesheets box, can correct a clock-in or clock-out, reopen a shift that was closed by mistake, or remove a duplicate. A clock-out before the clock-in is refused, and a shift longer than 16 hours saves with a warning to check the date. You can hand the timesheets box to a shift lead, but nobody except a manager corrects their own hours, and the database enforces that too.
TanVision does not record who made a correction, so give that box only to people you trust with payroll.
Hours in your reports
- Time clock report: every shift with who, in, out and hours, totaled per person for the range, with open shifts flagged.
- Shift report: every shift in the range, what was rung up during it and by whom, for reconciling a drawer.
- People tab: what each person sold and their hours on the clock, next to the commission owed for anyone allowed to see pay.
Date ranges follow the salon's own time zone, so a late shift does not split across two pay weeks. TanVision records the shifts people worked. It does not build a staff schedule or rota.
Related features
Permissions decide who sees reports and staff commission. The desk defaults cover the front desk and check-in, while the rules behind exposure safety stay with whoever you trust to change them. To set up roles for your own team, book a demo.
Common questions
- Can a front-desk employee void a sale?
- No. Only a manager can void a sale, and the database refuses a void from anyone else. A void also cancels what the sale granted, such as a package.
- Can one employee see the day sheet without the other reports?
- Yes. Switch on the See the day sheet box for that person under Employees. They can count the drawer without seeing the rest of the reports or anyone's pay.
- Can staff change the hours between UV sessions or the waiver wording?
- Not by default. Tanning and membership rules and the waiver are two separate boxes, so you can hand either one to a trusted employee and keep both from the rest of the desk.
- Can an employee fix their own timesheet?
- No. Even with the timesheets box, a member of staff cannot edit or remove their own shifts. A manager has to.
- Does TanVision schedule staff shifts?
- No. It records the shifts people actually worked through the clock button. There is no planned schedule or rota.