Altegio is updating its terms of service. Here's a detailed explanation of what will change and how to prepare for these changes.
Under the new terms, the subscription cost will now depend not only on the number of employees providing services but also on the number of staff interacting with customers.
Changes in Billing Structure
The primary factor determining whether employees who do not provide services will be charged is their ability to create and process entries in the system, including accepting payments. This change primarily affects administrators—they will now be subject to subscription fees.
Employee Roles
Under the new terms in Altegio, the "User" designation will be replaced with simpler terms: "Employee" and "Role."
A Role is a set of permissions granted to an employee in a location within chain, allowing them to perform specific tasks within the system.
1.All service-providing employees remain chargeable as before, but additional access and role permissions won't incur extra charges. Altegio has a specific role called "Specialist" for these employees. However, under the new terms, this role will have some limitations. A "Specialist" will only be able to see customer data and information related to their assigned role.
Changes in "Specialist" Role Access Rights
"Appointment Calendar" Section: The permission to "View the schedule and employee appointments" will be specific to the assigned active employee.
"Customer Database" Section: The permission to "Show customers" will be limited to the assigned active employee.
"Overview" Section: Permissions like "View the appointment list" will be unavailable.
2.The "Administrator" role will now be chargeable, regardless of the assigned permissions.
3. For the "Owner" role, access for one owner's account will remain free.
Other Changes
All roles will now be configured in the section Settings > Employees or Billing > Subscription > Management, and the Settings > User list section will no longer exist.
A new "Management" page has already been added to the Billing section, allowing you to manage both paid and free employees by:
Sending invitations to employees without service access.
Linking employees with service access rights to those providing services.
New information will appear in Billing > Subscription:
The number of paid employees allowed under the subscription.
The number of paid employees added to the location.
The number of free employees added to the location.
A new "Security" section will be added, featuring data history and two-factor authentication within the system.
A new administrator efficiency report will be available.
Salary calculation schemes based on KPIs for administrators will be also introduced.
How to Prepare for Changes
We suggest tidying up your branch and network to ensure that "extra" employees and users don't affect your ideal pricing plan:
- Terminate employment for employees who no longer work at your company.
- Remove inactive users from your branch or network.
- Review current access rights and roles of active users.
- Link users to employees.
For more details on how to do this, read further in this article.
How to Dismiss Extra Employees
If you have employees in your location who are no longer with the company but haven't been dismissed in the system, you need to remove them.
Go to the Billing > Subscription section and click the "Manage" button in the "Subscription plan" block to start the process.
Once the "Limit management" section opens, expand the "Paid" block by clicking "Expand" to view the complete list of employees.
Click on the name of the employee you want to dismiss. Before proceeding, ensure that the employee no longer works at your company and that there are no scheduled shifts assigned to them.
In the new window that opens, click the "Dismiss" button in the top right corner.
Specify the date and reason for dismissal, type the word "Dismiss" for confirmation, and click the "Dismiss" button to finalize the process.
We don't recommend deleting employees because this will also remove all their data from the system. Dismissing an employee, unlike deleting them, retains all employee-related statistics.
After dismissal, you can filter employees by the "Dismissed" filter in Settings > Appointment settings > Employees to view or change information about the employee and their dismissal details.
If you've deleted an employee, their information will only be viewable after restoration.
Important Notes
Upon dismissal or deletion, the user data linked to the employee in the settings will be automatically unlinked.
A dismissed or deleted employee can be restored within 24 hours. After this period, restoration is possible only after 30 days from the date of dismissal.
All bookings created by the dismissed or deleted employee are not removed and are stored in Overview > Bookings.
How to Delete Unneeded Users
Review the list of users in your location to ensure they are still active. It's possible that there are inactive users who no longer work at your company, or a staff member has switched to a different account, leaving an unused older account in the location.
Important Information
Deleting a user from a location/chain does not remove their personal account in the Altegio system; it only restricts their access to the data of the location/chain from which they were removed.
To delete a user, go to Billing > Subscription and click the "Manage" button in the "Subscription plan" block.
The "Limit management" section will open, displaying the "Paid" and "No-cost employees" blocks. Click "Expand" to view the full list of employees. This list includes all employees and users added to the location.
Next to the employee's name, you'll see their phone number and email address used to log into the system.
If an employee doesn't provide services and was added as a user, they will be displayed in the "Paid" or "No-cost employees" block, depending on their role and assigned rights. To find out which roles and rights incur charges, see the section "Employee roles" above.
If a user is linked to an employee, they will appear in the "Paid" block with the label "Access" in the column next to the employee's name.
The "Last login" column shows the date of the user's last login. Red-highlighted dates indicate that the user hasn't logged into their account for a long time. Click on the name of an employee with a red-highlighted date to proceed.
In the newly opened window, click the "Delete user" button.
A pop-up window will appear asking, "Confirm the deletion request." Confirm the action to remove the user from the location.
If the user is added to multiple locations within the chain, you can choose which locations to remove them from.
Select the locations from which the user should be deleted, then click "Delete." You can select one, several, or all locations. Once you confirm, the user will be removed from the selected locations.
Note
If the user you're deleting is only added to one location, or if the person deleting them isn't added to other locations/doesn't have access rights to remove from other locations, the drop-down list with locations won't appear. In this case, you can only delete the user from the single location where they're registered.
Configuring Access Rights and Roles
Review the roles and access rights assigned to active users to ensure they align with their current responsibilities. For instance, an administrator or manager might be using the "Owner" role even though they're not the actual owner.
1. To configure roles, go to Billing > Subscription and click the "Manage" button in the "Subscription plan" block.1.The "Limit management" section will open. Click "Expand" in the "Paid" and "No–cost employees" blocks to view the complete list of employees. This list displays all employees and users added to the location.
3.Check the assigned roles in the "Access" column, and if needed, you can adjust roles when configuring permissions. Click on the desired role to go to the settings page.
4.On the newly opened page, go to the "Access rights" tab. Review the permissions granted to the user. If the "Specialist" role does not have an employee assigned, select one from the drop-down list.
You can also change the role on this tab. Make sure that employees who do not provide services and are not administrators do not have unnecessary permissions.
After making changes, click the "Save" button at the bottom to confirm the updates.
How to Link a User to an Employee
Check whether employees have roles and access to Altegio, such as "Specialist" or "Administrator." Link users to employees if you haven't already.
Go to Settings > Main settings >Staff.
On the new page, filter all employees by "Connection to user" type, selecting "Without user," then click "Find."
3.Click the "Invite to service" button next to the desired employee.
4.If the employee already has access to Altegio, select their name from the drop-down list and click "Apply."
You can also link a user to an employee in the new section, Billing > Subscription > Limit management. The linking process is similar to Settings > Main settings > Staff, using the "Invite to service" button.
5. If you mistakenly linked the wrong user to an employee, you can unlink them in the employee settings. Click the employee's name, go to the "Settings" tab, and click "Cancel connection." Confirm the action to apply the changes.
If you manage a chain with multiple locations, it's recommended to review the employees and users across the chain following the same steps used for a single location.
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