Calendar Permissions

Control who can do what in your Reservations Calendar system. Properly configured permissions ensure your staff have the right access for their role while maintaining security and accountability for all booking operations.

Permission Quick Reference

Edit Bookings - Create and modify regular reservations
Edit Events - Manage special events and parties
Edit Asset Calendar - Block assets for maintenance

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The Three Core Permissions

Permissions are assigned in Salesforce under the Employee Permissions field. Each permission controls specific actions within the Reservations Calendar.

Edit Bookings

This permission allows users to create and modify regular customer reservations. When disabled, users can view the calendar but cannot create or edit any bookings. This is essential for front desk staff, booking agents, and customer service representatives.

Most Common Permission

This is the fundamental permission most staff need. Without it, employees can only view the calendar without making any changes.

Edit Events

This permission enables users to create and modify event bookings such as parties, tournaments, and corporate events. Without this permission, users cannot access event products or event booking features. Event coordinators, sales staff, and management typically require this access.

Event Products

Event products are identified by the Is Event Product field on the Product object in your system. These require special handling and typically involve multiple assets or extended time periods.

Edit Asset Calendar

This permission allows users to block assets for maintenance, cleaning, or special purposes. When disabled, users cannot create or modify asset blocks. Facility managers, maintenance staff, and supervisors typically need this capability.

Revenue Protection

This permission should be limited to staff who understand the revenue impact of blocking assets. Blocked assets cannot generate bookings during the blocked period.

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How Permissions Work

Real-Time Permission Checking

The system validates permissions before allowing any action. Here's what happens:

When a user has permission, the action proceeds normally without interruption to workflow, and changes are saved immediately.

When a user lacks permission, the system prevents the action, shows an elevated permissions modal, and requires supervisor authorization to proceed.

Supervisor Override

When staff need to perform actions beyond their permissions, a supervisor can enter their PIN to temporarily authorize the action. This creates an audit trail while maintaining security.

Special Context: Record Pages

Automatic Permission Bypass: When accessing the calendar from a Salesforce record page (like an Opportunity), permissions are automatically bypassed to allow full functionality within that specific record context.

This ensures that sales processes and customer service workflows aren't interrupted by permission restrictions while maintaining security for general calendar access.

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Permission Scenarios

Standard Booking Operations

Creating Regular Bookings requires edit_bookings permission. Users select time slots, open the booking editor, configure booking details, and save the booking. Without this permission, the booking editor shows an elevated permission prompt and prevents saving.

Creating Event Bookings requires both edit_events and edit_bookings permissions. Users select the Event tab, choose an event product, configure event details, and save the booking. Without proper permissions, the event tab shows an elevated permission prompt and prevents saving.

Blocking Assets requires edit_asset_calendar permission. Users select the Block tab, enter a blocking reason, set the time range, and save the block. Without this permission, the block tab shows an elevated permission prompt and prevents saving.

Modifying Existing Bookings requires the appropriate permission based on booking type (edit_bookings or edit_events). Users click an existing booking, open the summary modal, edit details, and save changes. Without proper permissions, edit options show an elevated permission prompt and prevent saving.

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Permission Management

Assigning Permissions

1. Access Salesforce: Navigate to the user's account in Salesforce
2. Locate Employee Permissions: Find the Employee Permissions field on the user record
3. Configure Permissions: Enable appropriate permissions based on user roles. Front desk staff need edit_bookings, event coordinators need edit_bookings plus edit_events, facility managers need edit_bookings plus edit_asset_calendar, and supervisors need all permissions.
4. Save Changes: Changes take effect immediately upon save

Permission Inheritance

User-Based Permissions are tied to individual user accounts and remain consistent across all devices and browsers, different Salesforce sessions, and various booking interfaces including reservations calendar and EPOS.

Role-Based Access can be implemented using permission templates. Basic Staff receive view-only access for calendar monitoring, Booking Agents get edit_bookings for standard reservation handling, Event Specialists receive edit_bookings plus edit_events for comprehensive event management, Facility Managers get edit_bookings plus edit_asset_calendar for resource management, and Supervisors receive all permissions for exception handling and override situations.

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Security Best Practices

Principle of Least Privilege

Security Best Practice

Only assign necessary permissions to each employee based on their specific role and responsibilities. Regularly review and audit permissions to ensure they remain appropriate for each user's current position and duties.

Permission Audit Checklist should include reviewing permissions quarterly or when roles change, documenting permission assignments and business justifications, monitoring elevated permission usage through audit logs, and removing permissions when employees change roles or leave.

Elevated Permission Controls

Supervisor Authentication should implement strong controls for elevated permissions by requiring supervisor PINs for sensitive operations, setting time limits for login sessions, and regularly reviewing elevated permission logs.

Exception Handling requires documenting and monitoring cases where normal permissions are bypassed, including emergency booking situations, special event requirements, system maintenance scenarios, and customer service exceptions.

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Troubleshooting Permission Issues

Common Permission Problems

"Access Denied" Errors can be resolved by checking permission assignment in Salesforce, confirming the correct permission type for the specific action, reviewing whether you're operating in record page context where permissions may be bypassed, and testing with a supervisor account to confirm system functionality.

Permission Changes Not Taking Effect may require logging out and back in to refresh the permission cache, clearing browser cache and refreshing the page, verifying permission changes were successfully saved in Salesforce, or contacting the system administrator if issues persist.

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Permission Management

To enable or disable permissions, administrators must update the Employee Permissions field in the Salesforce system. Changes take effect immediately upon save. Consider creating permission sets or profiles for common role combinations to streamline user management.

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Quick Reference

Permission	Purpose	Common Roles	Required For
Edit Bookings	Create/modify regular reservations	Front desk, booking agents	Standard bookings
Edit Events	Create/modify event bookings	Event coordinators, sales staff	Parties, tournaments, corporate events
Edit Asset Calendar	Block assets for maintenance	Facility managers, supervisors	Asset maintenance blocks

Permission Combinations by Role

Role	Edit Bookings	Edit Events	Edit Asset Calendar
Front Desk Staff	✓	-	-
Event Coordinators	✓	✓	-
Facility Managers	✓	-	✓
Supervisors	✓	✓	✓

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Related Pages

Reservations Calendar Main calendar interface and core functionality.

Booking Editor Creating and editing bookings with permission requirements.

Employee Permissions Reference Complete reference for all employee permission types.