LeanData BookIt - BookIt Permissions & Access Levels

Contents:

• Overview
• Salesforce Permission Sets
• LeanData Access Levels
• BookIt Admin
• BookIt Manager
• BookIt Pool Manager
• BookIt Standard User
• BookIt Page Access Details
• Assigning Salesforce Permission Sets
• Assigning LeanData BookIt Access Levels

Overview

With LeanData BookIt, different kinds of Users will require different levels of access to different aspects of BookIt. BookIt Admins require full access to configure all aspects of the products, while Sales Managers might need do access certain pages for metrics. Still other managers may need to manage the composition of BookIt Round Robin pools, while Standard Users do not need this level of access. You can configure the level of access for different Users by assigning different Salesforce Permission Sets along with LeanData Access Levels.

Salesforce Permission Set vs LeanData Access Level

The level of access a User has to LeanData BookIt will be controlled by a combination of the Salesforce Permission Set they have assigned and their LeanData Access Level. 

Salesforce Permission Sets

LeanData Custom Objects Full Access

• This Salesforce Permission Set will give full administrative access to all purchased components of LeanData. Your primary LeanData BookIt Admin should receive this Permission set to be able to configure and control all aspects of LeanData BookIt.

LeanData Dashboard Access

• This Salesforce Permission Set will limit a User's access to only the components and pages of LeanData BookIt that are assigned to them via their LeanData Access Level.

LeanData Access Levels

BookIt Admin

• Salesforce Permission Set Required: LeanData Custom Objects Full Access
• The BookIt Admin Access Level provides full access to all BookIt pages and all BookIt actions. Any User whom will need to administer and configure the overall operation of LeanData BookIt should be given this Access Level. Any User who has the LeanData Custom Objects Full Access Permission Set will automatically be given BookIt Admin Access. 

BookIt Manager

• Salesforce Permission Set Required: LeanData Dashboard Access
• The BookIt Manager Access Level allows access to the following pages:
  
  • Metrics Dashboard
  • BookIt for Forms
    • Audit Logs
  • BookIt Handoff
    • Meeting Logs
  • BookIt Links
    • Meeting Logs
    • Link Management
    • My Links
  • BookIt Invite
  • Meeting Types
    • Meeting Type Management
    • My Personal Meeting Types
  • Meeting Categories
  • Counts and Calibration
  • Round Robin
    • Pools
  • Territory Management
  • Account Teams
  • Owner Mappings

BookIt Pool Manager

• Salesforce Permission Set Required: LeanData Dashboard Access
• The BookIt Pool Manager Access Level allows access to the following pages:
  • Metrics Dashboard:
    • Will only be able to view meeting counts for the Users who are in the pools where this User is designated as the Pool Manager.
  • BookIt for Forms
    • Audit Logs
  • BookIt Handoff
    • Meeting Logs
  • BookIt Links
    • Meeting Logs
    • My Links
  • BookIt Invite: All actions
  • Meeting Types
    • My Personal Meeting Types
  • Meeting Categories: All Actions
  • Counts and Calibration: All Actions
  • Round Robin
    • Pools: will only be able to view and modify the pools where this User is designated as the Pool Manager.

BookIt Standard User

• Salesforce Permission Set Required: LeanData Dashboard Access
• The BookIt Standard Manager Access Level limits access to the following pages:
  • BookIt Links
    
    • My Links
  • BookIt Invite: All actions
  • Meeting Types
    • My Personal Meeting Types
  • People > Users Tab
    • User will be able to access their own User, View which Pools they belong to, and view their User Schedule.

BookIt Page Access Details

The following will detail which screens each Permission Set / Access Level will have access to. A Yes in the Access column indicates that the User will have access to that page. No means no access. A Self next to a Yes indicates that the user has access to the screen but only for their record.

BookIt Page Name	Custom Objects Full Access	Dashboard Access
	BookIt Admin	BookIt Manager	BookIt Pool Manager	BookIt Standard User
Metrics Dashboard	Yes	Yes	Only for Users in Managed Pools
BookIt For Forms
FlowBuilder	Yes	No	No	No
Audit Logs	Yes	Yes	Yes	No
Routing Insights & Deployment History	Yes	No	No	No
BookIt Handoff
Meeting Logs	Yes	Yes	Yes	No
FlowBuilder	Yes	No	No	No
Audit Logs	Yes	No	No	No
Routing Insights & Deployment History	Yes	No	No	No
BookIt Links
Meeting Logs	Yes	Yes	Yes	No
Link Management	Yes	No	No	No
My Links	Yes	Yes	Yes	Yes
BookIt Invite	Yes	Yes	Yes	Yes
Meeting Type Management	Yes	Yes	No	No
My Personal Meeting Types	Yes	Yes	Yes	Yes
Meeting Categories	Yes	Yes	Yes	No
Counts & Calibrations	Yes	Yes	Yes	No
Round Robin Pools	Yes	Yes	Only Managed Pools	No
Round Robin Conditional Pool Settings	Yes	No	No	No
Territory Management	Yes	Yes	No	No
Account Teams	Yes	Yes	No	No
Owner Mappings	Yes	Yes	No	No
Settings	Yes	No	No	No

Assigning Salesforce Permission Sets

You can assign any of LeanData’s permission sets the same way you would assign any other permission set, in the Setup section of Salesforce. Additionally, LeanData will allow admins to assign Permission Sets by profile via the LeanData App.

Navigate to Admin → Settings → Permissions Tab.

Click the Dropdown next to the profile to which you wish to assign a Permission set and select the Permission set you wish to give to all users with that Profile.

Click Save Permission Set Assignments at the top of the page.

Assigning LeanData BookIt Access Levels

There are several different ways to assigning a LeanData BookIt Access Level to a User, depending on what level of access you wish to give.

Assigning the BookIt Admin Access Level

In order to assign the BookIt Admin Access Level, you only need to assign the LeanData Custom Objects Full Access Permission Set. This is a requirement for the BookIt Admin Access Level and this Access level cannot be unassigned if the User has the LeanData Custom Objects Full Access Permission Set. If you wish to remove the BookIt Admin Access Level from a User, you must  first remove the LeanData Custom Objects Full Access Permission Set.

Assigning the BookIt Manager Access Level

In order to assign the BookIt Manager Access Level, you will first need to ensure the User does NOT have the LeanData Custom Objects Full Access Permission Set, as all Users with that permission set will automatically be given BookIt Admin Access.

To assign the BookIt Manager Access Level, you must do so from the BookIt Users page. To access this page, from the LeanData App, navigate to People > Users > Users Tab > BookIt Tab. 

Select the Users whom you would like to give BookIt Manager Access.

From the Actions Menu, hover over Edit Permission, then click on Make Manager to give BookIt Manager Access to all of your selected Users.

The BookIt Manager Access Level supersedes any lower access levels like BookIt Pool Manager or BookIt Standard User.

Assigning the BookIt Pool Manager Access Level

In order to assign the BookIt Pool Manager Access Level, you will first need to ensure the User does NOT have the LeanData Custom Objects Full Access Permission Set, as all Users with that permission set will automatically be given BookIt Admin Access.

To assign a User the BookIt Pool Manager Access Level, you only need to designate the User as a BookIt Round Robin Pool Manager for the Pools they manage. Navigate to BookIt > Round Robin > Pools.

Select the BookIt Round Robin Pool(s) for which you would like to designate the BookIt Pool Manager, then from the Bulk Actions menu, select Edit Managers.

In the panel that opens, from the left sidebar, select the User(s) whom you would like to designate as Pool Manager(s) for the Selected Pool(s) and click Add Managers to Selected Pools.

Click Save.

Once a User is designated as a Pool Manager, they will automatically be given the LeanData Dashboard Access Permission Set, and they will receive the BookIt Pool Manager Access Level.

If a BookIt Pool Manager is also given BookIt Manager Access, they will receive all the permissions given to BookIt Managers.

Assigning the BookIt Standard User Access Level

In order to assign the BookIt Standard User Access Level, you will first need to ensure the User does NOT have the LeanData Custom Objects Full Access Permission Set, as all Users with that permission set will automatically be given BookIt Admin Access.

To assign the BookIt Standard User Access Level, they only need to be given the LeanData Dashboard Access Permission Set. With this Permission Set, and assuming they have not received any additional Permission Sets or Access Level Assignments, they will be considered a BookIt Standard User.

Questions? Please Submit a ticket to LeanData Support