Roles decide who can see and do what. You can create roles and tick exactly which pages and actions each one includes.
When you'd use this
- Deciding what reception or instructors can access.
Editing permissions
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Go to Settings → Roles & Permissions.
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Pick a role. Each page has one None / View / Edit control:
- None — the role can't see the page.
- View — they can open and read it.
- Edit — they can also create and change things on it (Edit includes View).
Read-only pages (Overview, Metrics, My Pay, Finance Reports) offer View only.
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Finance is broken out by area — Payments, Invoices, Expenses, Reports, Payroll, Cash Drawer — each with its own None/View/Edit. So you can give reception Payments → Edit (take and record payments) while leaving Payroll and Expenses on None, so they never see salaries or the business's costs. The Finance menu appears if the role has any Finance area above None.
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Across-the-app switches sit on their own because they cut across pages:
- See pricing & revenue — whether money figures show wherever they appear.
- See financial reports — the full accounting view (Trial Balance and General Ledger). Kept separate from everyday pricing, so you can give reception pricing without the books.
- Delete records — permission to permanently delete things, including customer (GDPR) deletes. Kept separate from Edit on purpose.
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On a few pages Edit also covers the related action: Dive Groups Edit signs off students, Team Calendar Edit approves leave, My Leave Edit lets the person request their own leave.
- Gear Check-Out: Edit lets someone use the check-out kiosk in their own name. A separate Check out gear for others switch (under Gear) lets front-desk/management roles check kit out and in on behalf of anyone — everyone else is limited to their own name.
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Set Can log in for roles that should have dashboard access.
The Owner role
- Owner always has full access and can't be restricted — the page says so. It automatically gains any new permissions, so an owner can never be locked out.
Tips
- Changes apply the next time the person loads the dashboard.
- Give people the least access they need.