Give each person access to the work they actually do.
Create roles around your service business, from booking support to finance, and choose the actions each role allows.
A team member can belong to several roles. Role settings bring permissions, menu pages, skills and notifications together, so the person's workspace reflects their responsibilities.
01
Build roles around your team's jobs.
Create business-specific roles and inspect what they allow before assigning people. Choose actions, menu links, skills and notifications together. Starter role options can give you a starting point to review and adapt.
- Decide what a role may do, not just what it is called.
- Choose the pages shown in its menu.
- Set the skills and notifications relevant to the job.
- Apply role changes to the people assigned to that role.
02
Let one person cover more than one job.
A person can be assigned several roles. Their allowed actions and menu pages combine across those roles. Review the combined access when someone covers another job, especially if one role grants financial or administrative actions.
- Multiple roles support people who work across teams.
- Permissions are additive: a narrower role does not cancel access granted by another.
- A person changed to custom permissions is no longer represented as following the assigned roles.
03
Separate everyday booking work from financial actions.
Choose who can change pricing, process payments, issue refunds, manage certificates and read or export reports. Gift certificate issuance and gift certificate management are separate permissions. Use these controls to match responsibility without giving everyone administrator access.
- Booking and pricing actions.
- Payment processing and refunds.
- Issuing and managing gift certificates.
- Report access and data exports.
04
Give an outside accountant a focused way in.
Owners and administrators can grant a separate reports-only login. It exposes selected financial reports and their exports without opening staff pages. The business's applicable two-factor rule still applies.
- Review receivables, expected payments and deposits held.
- Read customer statements, earned revenue and gift certificate balances.
- Export the selected reports and the journal.
- Daily closeout, refunds and revenue by source remain outside this restricted login.
05
Carry permissions into connected AI work.
Connecting an AI app is a permission of its own. Look only permits supported reads; Full access adds actions the person is allowed to perform. Owners and administrators control staff connection availability, and an app connects to the business approved during sign-in.
- MCP requires an eligible plan and the connection prerequisites.
- Staff need permission to connect AI apps.
- Category- or item-restricted staff cannot currently connect through MCP because those restrictions cannot be applied there.
- Revoke an app connection when its access is no longer needed.
06
Review access when responsibilities change.
Before assigning or changing a role, check both its allowed actions and the person's other roles. Use a test staff account to review the intended workspace without sending messages, changing customer records or processing payments. Keep report-only accountant access distinct from a staff role.
Your questions, answered.
- Can a team member have multiple roles?
- Yes. Their allowed permissions and menu links combine across the assigned roles. Check the person's combined access when granting an additional role.
- Does hiding a menu page replace action permissions?
- No. Menu choices shape the workspace, while action permissions determine what the person is allowed to do. Configure both to match the person's responsibilities.
- Can someone issue gift certificates without managing every existing certificate?
- Issuing gift certificates and managing existing certificates are separate permissions. Review the exact actions required for that person's work when configuring their access.
- Does Full access in an AI app make a staff member an administrator?
- No. Full access permits supported actions within the person's permissions, enabled features and connection settings. It does not grant administrator status.
See how it fits your business.
Booking accounting reports →
See what is owed, due, received and still held for future bookings.
Gift certificate management →
Issue certificates, track balances and keep their history.
Connect your AI →
Use Claude, ChatGPT or Grok with the access you approve.