Roles and permissions

TimeToBook uses roles to control what each person on your team can see and do. A role is a bundle of permissions (like "View Calendar" or "Manage Clients") that you assign to a staff member when you invite them.

Most salons never need to touch the defaults — Owner, Manager, and Staff cover the common cases. This article explains what each one can do, and how to build a custom role when you need something more specific.

The three default roles

Owner

The person (or people) who own the business. Owners get everything — every permission, automatically — and don't need a role assigned. You become the Owner of a business when you create it. Add additional owners by inviting someone with the Owner role from the location switcher.

Owners can:

• See and manage every booking, client, staff member, service, and report
• Change billing, payment methods, and subscription
• Edit location settings, branding, and business hours
• Add, remove, and re-role other staff
• Delete data

There's no UI to grant someone "Owner" — owner status comes from being attached to the business at the top level. Use the location switcher (top-left) to add new owners to a business.

Manager

The default seeded Manager role covers a senior staff member or front-desk supervisor who runs the day-to-day but doesn't touch billing.

Managers can:

• View and manage everyone's calendar and bookings
• View and manage clients
• View staff (but not invite or change their roles)
• View and manage services
• View and manage inventory
• View the message log
• View reports
• Edit their own profile

Managers cannot:

• Change billing, payment methods, or your subscription
• Edit location settings or business hours
• Invite new staff or change anyone's role
• See per-staff cost or revenue breakdowns reserved for owners

Staff

The default Staff role is the narrowest. Use this for stylists, barbers, and apprentices who only need to manage their own day.

Staff can:

• View the calendar (filtered to their own appointments)
• Create, edit, and cancel their own bookings
• View the service list (so they can quote prices)
• Edit their own profile and working hours

Staff cannot:

• See other staff members' bookings or clients
• Manage clients or services
• Access reports, settings, billing, or messages
• Invite anyone

This is the right default for everyone except your manager and yourself.

Creating a custom role

If the defaults don't fit (e.g. a part-time receptionist who needs client access but no calendar editing), build a custom role.

1. Go to Settings → Roles & Permissions.
2. Click Add Role.
3. Give it a name (e.g. Receptionist, Apprentice, Senior Stylist).
4. Tick the permissions you want to grant.
5. Save.

The new role appears in the Role dropdown the next time you invite a staff member.

The full permission list

Permissions are grouped by area of the app:

Editing or deleting a role

Open Settings → Roles & Permissions, click Edit on the role you want to change, and tick or untick permissions. Save.

Deleting a role doesn't remove the staff members who had it — they just lose those permissions. Re-assign them a new role from Staff & Services.

Tips

• Don't over-think the defaults. 90% of salons run with one Owner and the rest as Staff, and that's fine.
• Promote sparingly. Manager is broad. If someone only needs to see the schedule, create a custom Reader role with just View Calendar.
• Your front desk doesn't need to be Manager. If they only book and check clients in, a custom role with View Calendar + Manage All Bookings + View Clients is plenty.
• Audit roles when staff leave. Deleting a custom role doesn't unassign permissions in a panic — but if you're handing the salon over to a new manager, double-check who has what.