Roles and access permissions in Reservation.Studio

Effective management of roles and access permissions is essential for the security and operational efficiency of your business. Reservation.Studio provides a flexible access control system that lets you control what different employees can see and do on the platform.

Overview of the roles and permissions system

The access management system in Reservation.Studio is based on two main components:

1. Roles: Predefined sets of permissions that can be assigned to employees.
2. Individual permissions: Specific permissions that can be configured for each employee individually.

This combination provides flexibility and precise control over access to different platform features.

Standard roles in the system

Reservation.Studio offers several predefined roles that cover the most common needs:

Administrator

Administrators have full access to all platform features:

• Manage all business settings
• Create and manage employees
• Access financial reports
• Manage services and pricing policies
• Access all locations and sites
• Manage integrations and API access

Manager

Managers have extended rights with some limitations:

• Manage bookings
• Manage customers
• Access basic reports
• Manage services
• Limited access to financial data
• Access to specific locations

Receptionist

Receptionists have permissions focused on day‑to‑day operations:

• Create and manage bookings
• View and edit customer profiles
• Accept payments
• Limited access to reports
• Access to a specific location only

Employee (Service provider)

Employees who perform services have basic access:

• View their own schedule
• View details for bookings assigned to them
• Limited access to customer profiles
• No access to financial data or reports

Creating and managing roles

Create a new role

You can create custom roles to fit your business needs:

1. Go to Settings > Roles & Permissions.
2. Click Create new role.
3. Enter a name and description for the role.
4. Configure access permissions for the different modules:
   • Bookings
   • Customers
   • Services
   • Finance
   • Reports
   • Settings
5. Save the new role.

Edit an existing role

1. Go to Settings > Roles & Permissions.
2. Select the role you want to edit.
3. Change permissions as needed.
4. Save your changes.

Delete a role

1. Go to Settings > Roles & Permissions.
2. Select the role you want to delete.
3. Click Delete.
4. Confirm the action.

Attention

Deleting a role will remove it from all employees who have it assigned. Make sure you assign an alternative role to those employees before deleting the role.

Detailed access permissions

Booking permissions

• View bookings: Ability to view all bookings or only own bookings.
• Create bookings: Ability to create new bookings.
• Edit bookings: Ability to modify existing bookings.
• Cancel bookings: Ability to cancel bookings.
• View blocked time: Ability to view blocked time slots on the calendar.
• Manage blocked time: Ability to create and edit blocked time slots.

Customer permissions

• View customers: Ability to view customer profiles.
• Create customers: Ability to add new customers.
• Edit customers: Ability to modify customer information.
• Delete customers: Ability to remove customer profiles.
• Export customers: Ability to export customer data.

Service permissions

• View services: Ability to view services.
• Create services: Ability to add new services.
• Edit services: Ability to modify existing services.
• Manage prices: Ability to change service prices.
• Manage categories: Ability to create and edit service categories.

Finance permissions

• View payments: Ability to view payments.
• Accept payments: Ability to register new payments.
• Refund payments: Ability to refund payments.
• View financial reports: Access to financial reports.
• Manage payment methods: Ability to configure payment methods.

Report permissions

• View basic reports: Access to basic reports.
• View advanced reports: Access to detailed and financial reports.
• Export reports: Ability to export reports.
• Create custom reports: Ability to create custom reports.

Settings permissions

• View settings: Access to system settings.
• Manage business profile: Ability to change business information.
• Manage locations: Ability to add and edit locations.
• Manage employees: Ability to add and edit employees.
• Manage integrations: Ability to configure integrations with other systems.
• Manage notifications: Ability to configure automated notifications.

Assigning roles and permissions to employees

Assign a role when creating an employee

1. Go to the Employees section.
2. Click Add new employee.
3. Fill in the employee’s information.
4. In the "Role & Permissions" section, choose an appropriate role from the dropdown.
5. Save the new employee.

Change a role for an existing employee

1. Go to the Employees section.
2. Select the employee whose role you want to change.
3. Click Edit.
4. In the "Role & Permissions" section, choose a new role from the dropdown.
5. Save your changes.

Configure individual permissions

In addition to roles, you can configure individual permissions for each employee:

1. Go to the Employees section.
2. Select the employee whose permissions you want to set.
3. Click Edit.
4. In the "Role & Permissions" section, click Custom permissions.
5. Configure the individual permissions as needed.
6. Save your changes.

Tip

Use individual permissions when you have employees with unique access needs that are not covered by the standard roles.

Restrict access by locations

Reservation.Studio allows you to restrict employee access to specific locations:

1. Go to the Employees section.
2. Select the employee whose access you want to restrict.
3. Click Edit.
4. In the "Location access" section, select the locations the employee should have access to.
5. Save your changes.

Managing access to the mobile app

You can control which employees have access to the Reservation.Studio mobile app:

1. Go to the Employees section.
2. Select the employee whose access you want to configure.
3. Click Edit.
4. In the "App access" section, enable or disable the Mobile app option.
5. Save your changes.

Monitoring employee activity

Reservation.Studio provides the ability to track employee activity in the system:

1. Go to Settings > Activity log.
2. Review the records of employee actions:
   • Logins and logouts
   • Changes to bookings
   • Changes to customer data
   • Payments and refunds
   • Changes to settings and roles

Best practices

• Use roles as the foundation and apply individual permissions only when necessary.
• Review roles and permissions regularly to ensure they match current responsibilities.
• Limit access to sensitive data to only those who absolutely need it.
• Document changes to roles and permissions for audit and compliance purposes.