Users

REV23 supports individual user accounts, each with unique permissions. Each service provider in your studio requires a user account. As a general rule, you should also create a user account for each person that uses the app, even counter staff.

Shared accounts

Though it may be tempting to create a single “counterstaff” account, we strongly discourage it. If a staff member leaves, they still have access unless you change the shared password. Individual accounts let you deactivate a departing user immediately. Additionally, most records are stamped with who created or modified them — shared accounts make this data useless.

Account Types

REV23 supports two ways to sign in:

1. REV23 Account — Your central REV23 identity, used across the REV23 website, apps, and services. Subscription owners always use their REV23 Account. If you have multiple Cloud Studios, you can quickly switch between them.

2. Studio Account — A username and password stored directly in your Cloud Studio. Artists and counter staff typically use a Studio Account to log in with your studio’s address (e.g. scrantontattoo.rev23.com) and their username.

REV23 Account linking

Users can link their REV23 Account to their Studio Account by ensuring the email addresses match. On their first login with REV23 Account, the accounts automatically link. This enables streamlined login without needing to enter the Cloud Studio name, and the ability to switch between multiple Cloud Studios.

Creating a User

To create a user, go to Settings > Users and tap Add User. The creation form collects:

• First Name (required)
• Last Name
• Username (required) — Used for Studio Account login.
• Email — If provided, a temporary password is emailed to the user. If not provided, you must set a password manually.
• Service Categories — Select which types of services this user performs (Tattoo, Piercing, etc.). You can add more later.
• Assign Seat — Optionally assign a seat immediately (requires at least one service category selected and available seats).

Editing a User

The user detail page is organized into tabs:

Profile

View and edit the user’s personal information: first name, last name, preferred name, nickname, email, phone, and username. You can also set a profile picture and choose a color for their avatar.

Service Types

Manage the user’s service type licenses and seat assignment. See Service Types and Seats below.

Permissions

Configure what the user can access. See Permissions below.

Studios

If you have multiple studios, you can restrict the user to specific locations. Users with no studio assignments have access to all studios and appear in Kiosk at every location. See Studios below.

Signature

Manage the user’s default signature for release form PDFs. See Signature below.

Files

Upload and manage files associated with the user, such as documents or certifications.

Security

Manage the user’s account status and authentication:

• Active / Inactive — Deactivate a user to revoke their access without deleting their account. Account owners cannot be deactivated.
• Password — Send a password reset email, set a password manually, or remove the studio password (for users who authenticate exclusively with their REV23 Account).
• Two-Factor Authentication — View whether 2FA is enabled. Two-factor authentication can only be managed by the user themselves.

Seats

REV23 uses seats for subscription billing. Your subscription includes a set number of seats. You need a seat for each service-providing user in your studio. Seats are global — a user with a seat counts once regardless of how many studios they work at.

You do not need seats for all users — only users that perform services. Counter staff, managers, and other non-service users do not require seats.

When filling out a form in Kiosk or Web Sign, only users with an assigned seat are visible to the customer.

To assign a seat, open the user’s Service Types tab and toggle Assign Seat.

Service Types

REV23 needs to know which service types each user performs. This is managed through licenses, which can also track your health department license numbers and expiration dates.

There are two ways to assign licenses:

Category Licenses

Assign a category license to cover all services in a category (Tattoo, Piercing, etc.) with a single toggle. This is the easiest approach and is especially useful for piercers who may perform many different piercing types.

Service Type Licenses

For more granular control, assign licenses for specific service types. This is useful when a provider only performs certain services within a category — for example, a PMU artist who specializes in areola restoration but does not perform other PMU services.

Each license can optionally include:

• License Number — Your health department license number (e.g. CA-TAT-12345).
• License Expiration — The expiration date of the license.

License numbers are included on the generated release form PDF, so health department inspectors can see each provider’s credentials directly on the document.

Permissions

REV23 supports a granular permission system, limiting users to exactly the data they should and should not see. Assign each user only the permissions they need.

Permission Templates

For quick setup, REV23 includes four permission templates you can apply as a starting point. After applying a template, you can fine-tune individual permissions as needed.

Template	Includes	Excludes
Manager	Full access to all areas.	API key management, subscription settings, form deletion.
Provider	Customers, services, ideas, medical data, supply settings, analytics. Own records only (not “View Everyone”). No export.	Studio settings, templates, user management.
Counter Staff	Customers, services, ideas, analytics. Can view and edit everyone’s services.	Medical data, supply settings (ink/jewelry/needle config), templates, user management. No export.
Read Only	View everything. All navigation, all read access, analytics.	Cannot create, edit, or delete anything.

Permission Types

Permissions are grouped by object type (Customers, Services, etc.). Each type supports some or all of these actions:

Permission	Description
Menu	Show the object type in the sidebar navigation.
View	View the user’s own records of this type.
View (Everyone)	View all records of this type, not just the user’s own.
Create	Create new records.
Edit	Modify existing records.
Edit (Everyone)	Edit all records, not just the user’s own.
Delete	Delete records.

Some object types have additional permissions:

Permission	Description
Analytics	View analytics charts (separate permissions for customer, service, and studio analytics).
Medical	Access confidential medical information for customers.
Export	Export data (e.g. customer list to CSV).

Permission Groups

The full list of permission groups available in REV23:

Group	Available Permissions
Customers	Menu, View, View (Everyone), Create, Edit, Delete, Medical, Export
Services	Menu, View, View (Everyone), Create, Edit, Edit (Everyone), Delete
Service Sessions	View, View (Everyone), Create, Edit, Edit (Everyone)
Ideas	Menu, View, View (Everyone), Create, Edit, Delete
Studios	View, Create, Edit
Templates	Menu, View, Create, Edit
Users	View, Create, Edit, Delete
Service Config	Menu, View, Create, Edit
Service Categories	View, Create, Edit
Customer Config	Menu, View, Create, Edit
Medical Conditions	Menu, View, Create, Edit
Ink Config	Menu, View, Create, Edit, Delete
Jewelry Config	Menu, View, Create, Edit, Delete
Needle Config	Menu, View, Create, Edit, Delete
Analytics	Customer Analytics, Service Analytics, Studio Analytics
Webhooks	Subscribe, Subscribe (All)
API Keys	Manage
Forms	Delete

Form Deletion & Force Delete

The Forms Delete permission controls the ability to delete signed release forms — and by extension, to force-delete customers, services, and sessions that have signed forms attached.

When a user tries to delete a customer, service, or session that has signed forms:

• Without Forms Delete permission — the delete is blocked entirely. The user sees an error explaining that signed forms exist.
• With Forms Delete permission — a Force Delete confirmation dialog appears, warning that all associated data (including signed forms) will be permanently removed. For customers, the user must type DELETE to confirm.

Caution

This permission is excluded from even the Manager template — only the subscription owner has it by default. Deleting signed release forms has compliance and legal implications. Grant this permission carefully.

Studios

If you have multiple studios, you can assign users to only the locations they work at. This controls whether they appear in the Kiosk provider selection for that location.

To manage studio assignments, open the user’s detail page and go to the Studios tab. Toggle on each studio the user works at. A user can be assigned to one, some, or all of your studios.

Users with no studio assignments have access to all studios by default. You only need to set studio assignments when you want to restrict a user to specific locations.

Tip

Guest artists visiting for a weekend? Assign them to just the studio they’re working at, then remove the assignment when they leave. Their services stay on record — only their visibility in the provider list changes.

Signature

Each provider can have a default signature that is automatically included on generated release form PDFs alongside the customer’s signature. If a provider does not review the form before the PDF is generated, their default signature is still applied. During review, the provider can draw a fresh signature if preferred.

Users can set their own signature from My Profile. Users with edit permission on Users can also manage signatures for other users by going to Settings → Users, selecting a user, and opening the Signature tab.

From the Signature tab, tap Add a signature to open the signature canvas. Once a signature is saved, you can update it or remove it.

Webhooks

Users support the following webhook events:

Event	Permission	Description
user.created	read:user	A user was created.