Assigning Roles
Assigning the right role to each team member ensures they have appropriate access to do their job effectively.
Before you assign roles
Take a moment to consider:
What will this person do? — match their role to their responsibilities
What's the minimum access needed? — start with less access and increase if needed
Are they permanent or temporary? — seasonal staff might need limited access
Review understanding user roles if you're unsure which role fits.
Assigning a role when inviting
The easiest time to assign a role is when you invite someone:
Go to Settings > Team
Click Invite Team Member
Enter their email and name
Select their Role from the dropdown:
- Admin - Manager - Staff
Complete the invitation
They'll join with this role automatically when they accept.
Changing an existing member's role
Need to promote someone or adjust their access?
Go to Settings > Team
Find the team member in the list
Click on their row to open their profile, or click the three dots menu
Select Change Role
Choose their new role from the dropdown
Click Save Changes
The change takes effect immediately. They may need to refresh their browser to see updated access.
Who can assign roles?
Your role | Can assign |
Owner | All roles except Owner |
Admin | Manager, Staff, and custom roles |
Manager | Cannot assign roles |
Staff | Cannot assign roles |
Note: Only the current Owner can transfer the Owner role — see transferring ownership.
Assigning custom roles
If you've created custom roles, they appear in the role dropdown alongside standard roles:
Go to Settings > Team
Find the team member
Click Change Role
Select your custom role from the list
Click Save Changes
Bulk role changes
Need to update multiple people at once?
Go to Settings > Team
Select the checkbox next to each person you want to update
Click Bulk Actions in the toolbar
Select Change Role
Choose the new role
Click Apply to Selected
All selected members are updated at once.
Role change notifications
When you change someone's role:
They receive an email notifying them of the change
The change is logged in the team activity log
Access updates immediately — no sign-out required
Downgrading roles
When reducing someone's access (e.g., Admin to Manager):
Consider giving them notice before the change
Make the change in Settings > Team
They'll lose access to higher-level features immediately
Areas they can no longer access will show an appropriate message rather than an error.
Upgrading roles
When increasing someone's access:
Ensure they're trained on the new capabilities
Make the change in Settings > Team
New features become available immediately
Consider walking them through their new access
Role assignment best practices
Start conservative — assign the minimum role needed, upgrade later if required
Document decisions — keep notes on why each person has their role
Review regularly — check role assignments quarterly
Align with responsibilities — if someone's job changes, update their role
Limit Admin access — not everyone needs full control
Common scenarios
Promoting a staff member
Your receptionist is taking on more booking responsibilities:
Go to their profile in Settings > Team
Change their role from Staff to Manager
Walk them through their new capabilities
Onboarding a new manager
A new operations manager joins your team:
Invite them with the Manager role
After their probation period, consider upgrading to Admin if needed
Temporary access increase
A staff member is covering for a manager on leave:
Upgrade their role to Manager temporarily
Set a reminder to revert their role when the manager returns
Seasonal worker returning
A tour guide from last season is back:
If they were deactivated, reactivate their account
Confirm their role is still appropriate
Adjust if their responsibilities have changed
Troubleshooting
Can't find the Change Role option
You may not have permission to change roles. Only Owners and Admins can assign roles.
Role change not taking effect
Ask the team member to:
Refresh their browser
Sign out and sign back in
Clear their browser cache if issues persist
Made a mistake
Roles can be changed at any time. Simply repeat the process to correct the assignment.
The right role empowers your team to do great work while keeping your business secure.