👥 Roles & Permissions
The system distinguishes users by their role. Each role has a different scope of access — what they can see and what they can do.
Roles are assigned per user in the Tenant Roles field (Operations → Staff, or System → Users).
Role overview
| Role in the admin panel | Who it is | What they can do |
|---|---|---|
| Admin | Owner or manager | Full access to everything in their business, including settings and billing |
| Staff | Server, receptionist, barber, nurse | Manage reservations, tables and menus — no settings or billing |
| Viewer | A registered guest / customer | No access to the admin panel, see below |
| Super Admin | Platform administrator | Access to every business on the platform |
In the admin panel the roles are called exactly Admin, Staff and Viewer. This help centre uses the same names so you can find them in the dropdown.
Detailed access breakdown
What an Admin can do
✅ Reservations — view, create, edit, approve, cancel
✅ Tables — add, edit, disable
✅ Staff — add, edit, remove
✅ Schedules — set availability and time off
✅ Services — add, edit
✅ Opening hours — configure
✅ Menu — manage items and weekly menus
✅ Appointments settings — all configuration
✅ Guests — view the guest database
✅ Waitlist — manage
✅ Marketing — campaigns, newsletter, events
✅ Billing — view the plan, upgrade
✅ Users — add or remove users
What Staff can do
✅ Reservations — view, create, edit, approve, cancel
✅ Tables — view and assign to reservations
✅ Staff — view colleagues
✅ Menu — manage
✅ Guests — view
✅ Waitlist — view and edit
❌ Appointments settings — NO access
❌ Billing and subscription — NO access
❌ Users and accounts — CANNOT add or remove users
❌ Website and page management — NO access
What Viewer means
Viewer is the default role automatically given to any guest who creates a customer account on your website (so they can see their own reservations).
- They cannot sign in to the admin panel — only Admin, Staff and Super Admin can.
- It exists purely so the guest has an account on the public website.
- You don't need to do anything with this role; it is assigned automatically.
To give someone access to the admin panel, Viewer is not enough — assign them Staff or Admin.
Which role to assign
Admin — the owner or operations director. This person controls everything, payments included.
Staff — people who work with reservations and tables but should not change settings or billing.
Viewer — don't assign manually; it is created automatically when a guest registers.
How do I add or remove a user?
Assign the Admin role to as few people as possible. The fewer people with access to settings and billing, the lower the risk of an accidental change or exposure of sensitive information.