Account administration
Team and roles
Everybody you invite joins your organisation and gets a role. The role decides what they can do; a separate branch restriction decides where they can do it. The two are independent, and both are enforced on the server rather than merely hidden.
Inviting somebody
Team, in the account view or a location’s view. From a location, the invitation starts with that location ticked.
Needs the permission users.create (create users). Owners and Admins have every permission by default.
Enter their email address
They get an invitation with a link. Accepting it is how they join — there is no account for you to create on their behalf.
Choose a role
Start with the narrowest one that lets them do their job. Widening a role later is a moment’s work; explaining why somebody deleted a customer is not.
Restrict them to branches, if it applies
Somebody who works at one shop does not need the others. This is separate from their role and applies on top of it.
The six standard roles
Owner
Can do everything an Admin can do and also manage account plan and remove the account.
Admin
Can read, create, update and delete customers and manage the account including locations, users and all settings.
Location manager
Can do everything an Editor can do and also manage the team, settings and waitlist at their own locations.
Editor
Can read, create, update and delete customers but cannot change settings.
Staff
Can add walk-ins and bookings, call and serve customers, message them and add notes, but cannot cancel visits, edit customers or change settings.
Reader
Can only read customer data and cannot create, update or delete customers or change settings.
These are starting points rather than fixed categories. Each one is created for your organisation with a set of permissions already ticked, and you can change what any of them means.
Permissions
Underneath the roles sit 117 individual permissions, grouped into 22 categories:
Accounts, Analytics, API keys, Display settings, Audit entries, Customers, Customer notes, Input fields, Locations, Marketing, Messages, Plan, Report runs, Report templates, Resources, Roles, Services, Surveys, Survey answers, Users, Visits, Webhooks.
Account settingsRoles & Permissions lists them, with a comparison across your roles so you can see at a glance where two of them differ.
Needs the permission roles.update (update roles & permissions). Owners and Admins have every permission by default.
Not every permission gates something yet
The list is the full intended taxonomy, and some entries correspond to features that are not built. Ticking one of those changes nothing rather than doing something unexpected. The ones that matter today are customers, visits, locations, messages, reports, services, resources, users, roles, plan, API keys, webhooks, surveys and survey answers.
Custom roles
Where none of the six fits, create your own and tick exactly what it should include. A common case: somebody who runs the waitlist all day and should never touch settings, billing or the team.
Roles are per organisation, so changing what “Editor” means changes it for your business only.
Seeing only their own customers
Every standard role can see every visit. For somebody who should only see their own customers — a stylist, say — make a custom role without View all visits. They then see:
- Visits assigned to them, with View visits assigned to user: bookings with them or with a resource linked to them, and waitlist visits they called or served.
- Visits nobody has yet, with View unassigned visits: the whole waiting line, and bookings with no staff member or resource.
A colleague’s customer is hidden from the waitlist, the calendar and the customer’s visit history, and can’t be acted on. Counts on the overview and in analytics still cover the whole location.
Restricting somebody to branches
A branch restriction narrows a role rather than replacing it. Somebody restricted to Camden sees Camden’s waitlist, Camden’s appointments and Camden’s figures — and in the account view, their “whole business” is the branches they hold.
What it covers
- The waitlist and appointments they can see and act on.
- Overview and analytics figures.
- Which branches they can subscribe to alerts for — a notification rule can never widen their reach.
What it does not cover
The customer directory is organisation-wide, because a customer belongs to the business rather than to a branch — so somebody who can view customers can view all of them. Services and resources are likewise organisation-level, and somebody with permission to edit them can edit them for every branch.
Managing a location’s team
A shop can run its own team without head office. Switch to the location and open Team: it lists the people who work there, including anyone with access to every location.
The usual set-up is a Location manager restricted to their own branch. They can invite, suspend and remove staff at that branch, but only within these limits:
- They can only give access to locations they hold themselves, never to every location.
- They can only manage people whose locations are all ones they hold. Head office and Owners show in the list but can’t be changed from a branch.
- They can’t hand out a role with more permissions than their own.
- Nobody can change their own role or locations.
For somebody who also works at other branches, “Remove from this location” takes this branch away and leaves them on the team.
Needs the permission users.view (view users). Owners and Admins have every permission by default.
A team member’s page
Select anybody in the Team list, which shows 10, 20 or 50 people a page, to open their own page. It shows their role and status, when they joined the team, when they last signed in, their locations and any resources linked to them, and what they have done:
- Walk-ins served and called, and appointments served, all-time and over the last 30 days.
- Their average serve time and how many customer notes they have written.
- Their upcoming appointments, and the customers they served most recently.
- Their account activity: the changes they have made to settings, locations, queues and the team. Only people who can see the audit log see this part.
Somebody restricted to branches can only open the pages of people who share one of their branches, or who have every location.
Needs the permission users.view (view users). Owners and Admins have every permission by default.
Owners
Only the Owner role can delete the account, and assigning it is itself a separate permission. Owners always have every location.
An organisation must always have an owner
Removing the last Owner, or demoting them, is refused. Promote somebody else first. It is worth having two Owners at any business where one person going on holiday should not stop roles being changed.
Removing somebody
Removing a member revokes their access immediately. What they did stays in the audit log, and any visits they handled stay attached to the customers rather than to them.
An invitation that has not been accepted can be withdrawn, which is what to do about a mistyped address.
Personal settings
Each member has their own profile page. A number of the fields there are not yet stored — the page says so itself — so treat it as a place to check your name and email rather than a full profile.