Roles & Permissions

What this page is for

What you see

• Export: download the list of roles (name, key, built-in, number of permissions, staff with the role).
• Create Role: add your own role.
• The cards: one per role. Each shows the name, the role key (its fixed code name), the description, how many permissions it has and how many people hold it.
• System marks the four built-in roles: Owner, Manager, Receptionist and Trainer.
• On each card: the pencil opens the role (to edit, or only to view), and the bin deletes a role you made.

How to create a role

1. Click Create Role.
2. Type the Role Key: small letters, digits and _ only, starting with a letter, for example senior_trainer. It can't be changed later.
3. Type the Display Name, the name people see, for example Senior Trainer.
4. If you like, add a Description.
5. Under Permissions, tick what this role may do.
6. Click Create Role.

How to choose permissions

• Each row is a part of the app (a module), such as Bookings, Clients or Finance.
• The columns are the actions: View, Create, Update, Delete, and Other for special ones, such as Own Only (only their own bookings), Sensitive details, Sell or Use the till.
• All on a row ticks every action of that module.
• Administrator Access at the top grants every permission at once.

How to change a role

1. Click the pencil on its card.
2. Change the Display Name, the Description or the permissions.
3. Click Save Changes. The change applies to everyone who holds the role.

How to delete a role

1. Click the bin on its card.
2. Confirm.

Good to know

• The Owner role always has every permission. It can't be changed or deleted.
• Built-in roles can't be deleted, but you can change their name, description and permissions (except Owner).
• A role can't be deleted while it is someone's only role. The app names those people. Give them another role first.
• Delete can't be undone.
• Two roles can't share a display name, so the Staff Members picker never shows two of the same.
• Who can do what: to open the page you need permission to view roles. Create Role needs permission to create roles, editing needs permission to update roles, and the bin needs permission to delete roles. By default only the owner has these. Others can open a role only to view it.
• Be careful who you give role permissions to. Someone who may update roles can change what every role, including their own, is allowed to do.

Common questions

Why can't I delete this role?
It is built-in, or it is the only role of one or more staff members. Give them another role first.

Can I rename a built-in role?
Yes. Open it with the pencil and change the Display Name. Only the Owner role is locked.

Can I change a role key?
No. The key is fixed when the role is created. Change the Display Name instead.