A permission role is a named set of permissions, such as "Receptionist" or "Manager". Each staff member is given one role, and it controls what they can see and do in Bookingly. You create roles under Permissions.
Open Permissions
Open More > Staff > Permissions. You need the permission to create and edit permission roles. This permission lets someone grant access to anyone, so give it only to people you trust with that.
The list shows each role with a summary of what it allows and how many staff have it. Drag roles to change the order they are listed in.
Add or edit a role
- Select Add, or select an existing role.
- Enter a Name. Names must be different from each other.
- Choose the permissions the role should have. They are grouped into categories, and you can collapse a category. Each shows how many of its permissions are on, for example "3 of 5". Use a category's tick box to select everything in it at once.
- Select Save.
When you edit a role you can also see which staff members currently have it.
The types of permission
Permissions are grouped like this. The exact list can vary with your business type and which features are switched on.
- Calendar: see their own calendar, see other staff calendars, and create, reschedule, cancel and complete bookings.
- Staff: add and edit staff, request their own time off, see others' time off, and approve time off.
- Services: manage services, and resources or facilities.
- Customers: update customer details, import and export customers, block customers, add, edit and delete notes, and add or delete attachments. Exporting exposes all customer contact data, so grant it carefully.
- Locations: manage locations and closed dates.
- Setup: business details, online booking setup, customer and staff notifications, cancellation reasons, the Bookingly subscription, permission roles, which payment methods are shown and their order, tax rates and products.
- Integrations: connecting payment providers such as Stripe, meeting links (Google Meet) and calendar sync. Calendar integrations let staff connect their own calendar. Meeting and calendar integrations only apply to appointment businesses.
- Marketing: one-off campaigns, automated campaigns, deals and newsletters. These only appear when marketing is turned on.
Owner and system roles
- The owner role has every permission and can't be edited.
- A system role can't be renamed or deleted. Permissions marked with a padlock are always included and can't be turned off.
Delete a role
Open the role and use the bin button. You can only delete a role that no staff have. Move the people on it to another role first. Locked system roles can't be deleted.
Give a role to a staff member
Choose the role as the person's Permission level. See Give Staff Access to Bookingly.
Common setups
- Front desk: see all calendars, create and manage bookings, update customer details and add customer notes.
- Practitioner: see their own calendar, request their own time off and add customer notes.
- Manager: everything for the calendar, staff, services and customers, plus approving time off, but not billing or permissions.
These are suggestions. Build the roles that suit your business.