Discount Permissions and Access Control

What you'll learn:

• How discount permissions work

• Setting up role-based access

• Configuring PIN codes for managers

• Using the override system

• Reviewing audit trails

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Understanding Discount Permissions

FLiiP's discount system uses 2 independent permissions that work together:

1. Allow Discount Creation

What it controls: Access to the Discounts management feature

When ENABLED:

• Staff can access the Discounts tab

• Staff can create, edit, and delete discounts

• Staff can view discount usage reports

When DISABLED:

• The entire Discounts tab is hidden from the navigation

• Staff cannot view or manage discounts

Default setting:

• ✓ Master Owner: Enabled

• ✓ Owner: Enabled

• ✗ All other roles: Disabled

2. Allow Discount Override

What it controls: Ability to apply custom (manual) discounts vs. pre-configured discounts only

When ENABLED:

• Staff can select from the dropdown of pre-configured discounts

• Staff can also enter custom discount amounts ($ or %)

• Full flexibility for exceptions and special cases

When DISABLED:

• Staff can only select from pre-configured discount codes in the dropdown

• Custom discount entry is hidden

• To apply a custom discount, staff must request an override (using PIN system)

Default setting:

• ✓ Master Owner: Enabled

• ✓ Owner: Enabled

• ✗ All other roles: Disabled

 

Why These Permissions Matter

Example Scenario:

Your front desk staff (Discount Override = OFF):

• Can select "Student Discount 15%" from the dropdown ✓

• Cannot enter a custom 25% discount ✗

• Can request a manager override for special cases ✓

Your managers (Discount Override = ON, PIN configured):

• Can select any discount from the dropdown ✓

• Can enter custom discount amounts ✓

• Can authorize override requests via PIN ✓

Result: Controlled discounting with flexibility for legitimate exceptions and complete audit trails.

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Setting Up Role Permissions

1. Navigate to Staff > Roles

2. Select an existing role or create a new one

3. Scroll to the Discounts permission category

4. Configure the two permissions:

   1. Allow Discount Creation

   2. Allow Discount Override

5. Save the role

 

Setting Up PIN Codes for Override Authorization

What are PIN Codes?

PIN codes provide secure, per-action authorization for discount overrides. When a staff member without override permissions needs to apply a custom discount, a manager can authorize it by entering their PIN code.

When to Use PIN Codes

✓ Best for: Managers and supervisors who need to authorize exceptions
✓ Alternative to: Giving all staff full override permissions
✓ Benefit: Maintains security while allowing flexibility

Adding a PIN Code to a Staff Member

1. Navigate to Staff > Manage Staff

2. Select a staff member or create a new one

3. Find the Override PIN Code (Optional) field

4. Click Edit PIN Code

5. Enter a 4-8 digit numeric PIN

6. Confirm the PIN

7. Save the staff profile

Requirements:

• ✓ Must be 4-8 digits long

• ✓ Numeric only (0-9)

• ✓ Must be unique (no two staff can have the same PIN)

Security Notes:

• PIN codes are encrypted and cannot be viewed after creation

• If a staff member forgets their PIN, you must create a new one

• PINs are required for override authorization even if "Allow Discount Override" is enabled

Editing or Removing a PIN Code

To change a PIN:

1. Go to the staff member's profile

2. Click Edit PIN Code

3. Enter a new PIN

4. Confirm and save

To remove a PIN:

1. Go to the staff member's profile

2. Click Edit PIN Code

3. Clear the PIN field

4. Save

Using the Discount Override System

An override is triggered when:

• A staff member without "Allow Discount Override" permission attempts to select "Custom Discount"

• This can happen in POS or when assigning items in a member profile/Event in calendar or adding a new client. 

The Override Process (Step-by-Step)

Step 1: Override Request Initiated

When restricted staff select "Custom Discount," a modal appears:

"Discount Override Authorization"

Step 2: Select Authorizing Staff

A dropdown shows all staff members who have:

• "Allow Discount Override" permission enabled, AND

• A PIN code configured

Select the manager or supervisor who will authorize this override.

Step 3: Enter PIN Code

The authorizing staff member enters their 4-8 digit PIN code.

• The PIN field is masked for security

• PIN is verified instantly

Step 4: Apply Custom Discount

Once the PIN is verified:

• Custom discount fields appear

• Enter the discount amount

• Choose $ or %

• The discount is applied to the transaction

 

Audit Trail and Reporting

What Gets Logged?

Every discount override is automatically tracked with:

✓ Requesting Staff - Who initiated the override request
✓ Authorizing Staff - Who provided the PIN to approve it
✓ Discount Details - Amount, type ($ or %), and reason
✓ Transaction Information - Member, items, total amount
✓ Date and Time - When the override occurred

 

Viewing Override Audit Logs

1. Navigate to Reports (future feature)

2. Select Discount Override Log

3. Filter by:

   • Date range

   • Staff member (requesting or authorizing)

   • Discount amount

   • Transaction ID

 

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Troubleshooting and Common Questions

Q: A staff member says they can't select Custom Discount

A: This is expected behavior if:

• Their role has "Allow Discount Override" disabled

• This is intentional security - they should request an override via PIN

 

Q: The override modal shows no staff members to select

A: Check that:

1. At least one role has "Allow Discount Override" enabled

2. At least one staff member has that role assigned

3. That staff member has a PIN code configured

 

Q: Can I see who authorized past overrides?

A: Yes, all override actions are logged in the audit trail with both the requesting and authorizing staff members' names.

 

Q: What happens if someone enters the wrong PIN 3 times?

A: The override modal locks for 5 minutes to prevent brute-force attempts. After 5 minutes, they can try again.

 

Q: Can a staff member authorize their own override?

A: Yes, if they have both:

• A PIN code configured, AND

• "Allow Discount Override" permission enabled

However, this is logged in the audit trail.

 

Q: Do I need to set up PIN codes for all my managers?

A: Only if you want them to be able to authorize overrides. If a manager has "Allow Discount Override" enabled but no PIN, they can apply custom discounts themselves but cannot authorize others.