Roles and access permissions

This page explains how employee access to Business is granted, changed, and stopped. There are two separate levels:

• roles — predefined bundles of permissions that can be used for more than one employee;
• individual permissions — permissions assigned directly to one employee.

Before you start

Check that the employee has:

• "Email" entered in their profile;
• "Active employee" enabled;
• at least one role or individual permission, if they need to work in Business.

An employee without email can be used in services, schedules, and bookings, but has no user access to Business.

Where it is managed

There are three main entry points:

• from the "Employees" list through the "Roles" button;
• from the "Employees" list through the "Edit Permissions" action for a specific employee;
• from the employee form itself, where you can assign predefined roles while creating or editing the employee.

When the employee has access

The employee can work with Business when these conditions are met:

• a user profile is linked through "Email";
• "Active employee" is enabled;
• the required permissions are granted through a role, individual permissions, or both.

If "Active employee" is disabled, the employee has no active access to business data, even if roles or permissions are still saved.

How roles work

A role is a reusable template of permissions that can later be assigned to more than one employee.

What you can do in the roles list

In "Roles" you can:

• create a new role;
• edit an existing role;
• delete a role;
• restore a deleted role.

What is configured in a role

In the role form you configure:

• Name;
• Employees;
• Permissions.

This is useful when several employees should work with the same access setup.

How individual permissions work

For a specific employee you can open "Edit Permissions". The "Employee Permissions" screen has two separate sections:

• Roles — selection from already created roles;
• Permissions — individual permissions for that employee.

This allows you to combine a predefined role with additional manual permissions if needed.

In the permissions list, you can use "Search permissions", group checkboxes, "Select All", and "Deselect All". Groups show how many permissions are selected out of the total.

What happens for a new employee with email

When you create an employee with "Email", the system creates a new user or links an existing user with the same email. It then sends an email that the employee has been assigned to the business.

If the user profile is new, the email includes first-login details and a password reset link.

If after saving there are still no roles or permissions assigned, the system shows "Permissions not set" with two choices:

• "Full" — assigns all available permissions;
• "Custom" — opens "Employee Permissions" for manual setup.

If you selected a role directly in the employee form, this screen may not appear because access already has at least one base.

How to change access later

1. Open "Employees".
2. Find the employee.
3. Select "Edit Permissions".
4. In "Employee Permissions", change "Roles" and "Permissions".
5. Save with "Save".

From the form of an employee with user access, you can also open "Permissions" from the employee actions.

How to send a password link

1. Open the employee for editing.
2. If the employee has a valid email and linked user profile, open the form actions.
3. Select "Reset password".
4. Confirm sending.

The system sends a password reset email to the employee's email address.

How to stop access

Use the option that matches the case:

• disable "Active employee" if the employee should temporarily stop working with the system;
• remove "Email" if the employee should no longer have a user profile for this employee record;
• delete the employee if they should no longer participate in active work;
• remove roles and individual permissions if the employee should remain active but have limited access.

Important limitations

• "Edit Permissions" is available only if the employee has user access.
• For the business owner profile, "Edit Permissions" is not available in the employees list.
• The visible permission options depend on the current business and available permissions in the system.
• If you only want to assign the employee to a role, you can do that directly in the employee form without opening the individual permissions screen.
• "Full" gives all available permissions and should be used only for people who need full operational access.

When to use which option

• Use roles when several employees should have the same access.
• Use individual permissions when only one employee needs an exception.
• Use both when the role is a good base but a small additional adjustment is needed.

Frequently asked questions

What is the difference between a role and individual permissions?

A role is a reusable template of permissions that can be assigned to more than one employee. Individual permissions are manual settings only for one specific employee.

When is it better to use a role instead of individual permissions?

Use a role when several employees should have the same access. Use individual permissions when you need a small exception only for one person.

Why do I not see "Edit Permissions" for an employee?

That action is available only if the employee has user access. It is also not shown for the business owner profile in the employees list.

When can the employee sign in to Business?

The employee needs email, a linked user profile, "Active employee" enabled, and the required roles or individual permissions.

Can I assign a role while creating a new employee?

Yes. A role can be selected directly in the employee form while creating or editing the employee.

What does "Full" do for a new employee?

It assigns all available employee access permissions. Use it only when this person should have full access.

Related topics

• Employees
• Working hours
• Start here: Employees