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Discount Permissions and Access Control

The Discount Permission system gives you complete control over who can create discounts, who can apply them, and who can override restrictions. This ensures financial controls while giving authorized staff the flexibility they need.

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

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.

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

⚠️ Warning: Removing a PIN will prevent this staff member from authorizing overrides.

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

Important: The transaction remains attributed to the original requesting staff member for cash balancing purposes.

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

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.

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