Every person on your team has one dashboard access level. It decides what they can see and do. Job title is just a label.
The six levels
Each level includes everything below it.
| Level | Who it suits | What it adds |
|---|---|---|
| Owner | The business owner | Everything, including billing, integrations, data sharing, deleting records and changing the owner |
| Manager | Runs the business | Expenses, payroll, commissions, reports, metrics, team records and pay, leave approval, editing prices, settings |
| Operations | Runs the day (reception, office, lead instructors) | Inbox, bookings, customers, the planner and every dive group, trip sheet, boats, gear, shop, payments, invoices, cash drawer, prices, the team list |
| Dive Pro | Instructors and divemasters | My Dive Groups with sign-off of their own students, Dive Log, Diver Watch |
| Crew | Boat crew, photographers, hospitality | My Pay, My Leave |
| Trainee | DMTs and interns | Read-only trip sheet, boat sign-up (pending approval), own gear check-out |
Everyone on the team has a level, whether or not they log in: it also decides how the planner and trip sheets treat them (who can be a boatmaster, who shows in the DMT list). The job title is a separate free-text label that does not affect anything.
Setting a person's level
- Go to Team, open the person (or Add Team Member), and find Access level.
- Pick a level. Click the arrow on any row to see exactly what that level can and can't do, and which menu items they'll get.
- Save. The change applies the next time they load the dashboard.
When you invite someone to log in, you choose their level in the invite. It applies the moment they accept.
Only a manager or owner can change access, and only an owner can grant Owner.
Two extras
- Can teach or guide · lets a person be assigned to lead a group. It is always on for Dive Pro, always off for Crew and Trainee, and your choice at Operations and above.
- Plans trips · for a Dive Pro who helps build the boat plan. It adds editing of the Planner, the full Dive Groups board and the Trip Sheet. Signing off stays limited to their own groups.
Rules that always apply
- Nobody approves their own leave request or own boat sign-up (owners excepted).
- Nobody approves a commission that pays them (owners excepted).
- Changing the instructor on a booking whose pay is already approved or paid needs commission access (Manager and up). Moving a whole course group at once needs payroll access too.
- A centre always keeps at least one active Owner.
- Setting a past end date on a team member closes their login the same day.
- Every change to someone's access is written to the audit log.
Seeing the full picture
Settings → Access levels shows a table of every area against every level, with how many people are on each level. It is a reference, not a setting.