In this article, you will learn how to troubleshoot issues where employees cannot view or edit member information and how employee data is archived and anonymized automatically.
Contents
- Quick Guide
- Roles and Permissions
- Error Messages
- Location Access
- Employee Support
- Automatic archiving and anonymization of employee data
Quick Guide
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- Go to Resources / Employees / Roles.
- Select the role that the affected employee is assigned to.
- Under Member management / Administration, enable Manage personal data, Manage address data and Manage contact details. These three permissions control the member data in the member profile.
- Also under Member management / Administration, enable Manage member master data if the employee needs the complete member master data, and Manage member access cards if the employee assigns or edits access cards.
- Under Member management / Lists & Export, enable Manage member lists if the employee works with member lists.
- Save the changes.
- If problems persist, check the exact error message and make sure the employee has the role assigned for the facility they work in.
Roles and Permissions
Access to member information is controlled by the role of the employee. Follow these steps:
- Go to Resources / Employees / Roles.
- Select the role that the affected employee is assigned to.
- Enable the permissions the employee needs (see the table below).
- Save the changes so that the new permissions are applied.
The member data in the member profile is controlled by three separate permissions: Manage personal data, Manage address data and Manage contact details. Each of them covers viewing and editing the data it belongs to. If one of them is missing, the corresponding data is not displayed to the employee, even when other member permissions are enabled.
| Permission | Where you find it | What it controls |
|---|---|---|
| Manage personal data | Member management / Administration | Personal data of a member, for example name and date of birth. |
| Manage address data | Member management / Administration | Address data of a member. |
| Manage contact details | Member management / Administration | Contact details of a member, for example email address and phone number. |
| Manage member master data | Member management / Administration | Complete management of the member master data (names, addresses, contact information). |
| Manage member access cards | Member management / Administration | Assigning and editing the access cards of a member. |
| Manage member lists | Member management / Lists & Export | Member lists. |
Note that Manage member account under Member management / Finance does not grant access to member information. It covers the member account, for example posting payments and receivables. Enabling it does not resolve a problem with viewing or editing name, address or contact data.
Error Messages
If employees continue to have problems, check whether a specific error message is displayed. The message indicates which area the employee is missing access to. Compare it against the permissions in the table above and adjust the role accordingly.
Location Access
Roles are assigned per facility. An employee only has the permissions of a role in the facilities that role is assigned for. Go to Resources / Employees, open the employee and check the role assignment for every facility the employee works in.
Employee Support
If employees continue to have difficulties, provide them with a step-by-step guide or screenshots. This helps them select the correct menu items and options.
Automatic archiving and anonymization of employee data
Available from 7 October 2026.
The software can anonymize the personal data of deactivated employees automatically once a retention period has elapsed. The function is off by default: no data is anonymized until you create a configuration and activate it for a facility. You set the retention period yourself. It counts from the deactivation of the employee, and the default unit is months.
When the retention period has elapsed, a background job erases the name, contact details, address, photo and personal documents of the employee. This cannot be undone. Reactivating the employee afterwards does not restore the data. Until the retention period has elapsed, the employee can still be restored. Shifts, working time, absences and time tracking are preserved.
You find the configuration under Resources / Employees / Employee data privacy. Only one configuration can be active per facility.
Required permissions, under Employees & Resources / Employee Management: Manage automatic archiving and anonymization of employees and Run automatic employee anonymization.
Details on setting up the configuration follow in a separate article.
Note: This article was created with the help of artificial intelligence and editorially reviewed.