Team Permissions

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Introduction

The Team permissions page lets you control exactly what each role in your business can do. Bella Booking uses a granular permission matrix - you can toggle dozens of individual permissions, grouped into modules, for each role. This gives you complete control over who can view, create, edit, or manage every part of your business.

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Accessing Team Permissions

1. In the main sidebar, go to Settings
2. Select Team permissions from the settings menu

Access: Admin and Owner only

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Understanding Roles

Bella Booking comes with four built-in roles. All roles except Owner can be customised by adding or removing permissions to suit your business. The Owner can give any role any permission. Anyone else can only save a role whose permissions their own role also has, so by default an Admin can’t add Billing or messaging Manage billing, which the Admin role doesn’t have.

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The Permission Matrix

The Team permissions page displays a visual matrix with roles as columns and permissions as rows, grouped by module. Toggle any permission on or off for any customisable role.

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Permission Modules

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Scheduler

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Appointments

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Clients

Activity tabs: there is no separate permission for activity. Anyone who can open an appointment sees its Activity tab: the messages planned and sent for it, and the log of what happened to it and who did it (created, rescheduled, checked in, checked out, deposits, refunds, cancellation). Without Appointments > View all, that means their own appointments only. A client’s Activity tab comes with Clients > View.

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Catalogue

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Products

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Sales

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Team

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Reports

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Settings

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Timesheets

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Inventory

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Locations

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Loyalty

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Gift Cards

Looking a card up by its code, to redeem it at checkout or as a deposit, comes with Edit appointments and Check out, so a team member who can take the money can read the card without the gift cards View permission.

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Client Credit

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Packages

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Reviews

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Forms

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Messaging

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Default Role Permissions

Each built-in role comes with sensible default permissions. Here’s what each role includes out of the box:

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Owner (Immutable)

All permissions enabled. Cannot be modified.

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Admin (Default)

All permissions except Billing (your Bella plan and payment method) and Messaging: Manage billing (SMS credit packs, auto-top-up, and Messages Plus). Admins can still manage messaging settings and dedicated numbers.

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Receptionist (Default)

Designed for front-desk team members:

• Appointments: View scheduler, view all team members’ appointments, create, edit, cancel, check out, check in, apply discounts, manage waitlist, manage blocked time, view client financials
• Clients: View, create, edit
• Catalogue & Products: View, fulfil client orders
• Sales: View, create, edit prices at checkout
• Team: View, view all schedules, view own schedule
• Timesheets: Own timesheet, manage timesheets
• Loyalty & Referrals: View
• Gift cards: View, sell, void, change service
• Client credit: View, manage
• Packages: View, sell, redeem, void, adjust
• Memberships: View, sell, redeem
• Treatment plans: View
• Reviews: View, respond
• Forms: View, send
• Messaging: View, send

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Team member (Default)

Designed for service providers (stylists, barbers, therapists):

• Appointments: View scheduler (their own appointments), create, edit, cancel, check out, check in, manage blocked time
• Clients: View, edit
• Catalogue & Products: View, fulfil client orders
• Sales: Edit prices at checkout
• Team: View, view own schedule
• Timesheets: Own timesheet
• Packages: Sell, redeem
• Treatment plans: View, manage
• Reviews: View
• Forms: View
• Messaging: View

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Customising Role Permissions

You can fully customise any role except Owner:

1. Navigate to Settings → Team permissions
2. The permission matrix shows all roles and their current permissions
3. Toggle individual permissions on or off for any role
4. Click Save changes to apply changes
5. Click Discard changes to revert unsaved changes

Changes take effect immediately for all team members assigned to that role. Each role you changed saves on its own. If one can’t be saved, for example because it would include a permission your own role doesn’t have, the others still save and a message names the roles that saved, the ones that didn’t, and why. The ones that didn’t keep your ticks, so you can adjust them and save again.

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Implied Permissions

Some permissions are automatically included when you enable related permissions:

• Enabling any Appointments permission automatically grants read access to Catalogue, Products, Team, and Clients (view). These are shown as “implied” in the matrix.

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Assigning Roles to Team Members

Each team member is assigned a role per location:

1. Go to Team & resources > Team management
2. Open the team member and click Edit
3. Under Access & permissions, turn on Access enabled (it needs their email address), then choose their role for each location under Location access: Admin, Receptionist or Team member
4. For multi-location businesses, you can assign different roles at different locations

The Owner role isn’t assigned here: ownership moves to someone else only with Transfer ownership. You can’t change your own role. For example, a team member could be an Admin at your main location but a Team member at a secondary location.

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Best Practices

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For Small Teams

• Start with the default role permissions - they cover most scenarios
• Customise only when specific team members need more or less access

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For Larger Teams

• Use the Receptionist role for front-desk team members who handle bookings and check-ins
• Keep the Team member role focused on service delivery
• Promote trusted team members to Admin for broader access without sharing billing

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For Multi-Location Businesses

• Permissions are per location - each location can have its own permission configuration
• Assign location-specific roles based on each team member’s responsibilities at that site

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FAQs

Q: Can I customise what each role can do? A: Yes. All roles except Owner can be fully customised. Toggle any individual permission on or off for each role through the permission matrix. If you aren’t the Owner, you can only give a role permissions your own role has. Q: Why didn’t some of my permission changes save? A: Each role saves on its own. A role you aren’t allowed to save, such as one that would include a permission your own role doesn’t have (for an Admin, Billing or messaging Manage billing by default), is refused with the reason, and the message names the roles that saved and the ones that didn’t. The refused role keeps your ticks so you can adjust them, or ask the Owner to make that change. Q: What’s the difference between the four built-in roles? A: Owner has full immutable access. Admin has everything except plan billing and messaging billing (customisable). Receptionist is set up for front-desk work (customisable). Team member is set up for service providers (customisable). You can adjust Admin, Receptionist, and Team member permissions to suit your business. Q: Can different team members have different permissions? A: Permissions are set at the role level. All team members with the same role share the same permissions. To give someone different access, assign them a different role or customise the role’s permissions. Q: Do these settings affect the Owner? A: No. The Owner role has full access to everything and cannot be modified. Q: What can the Team member role always do? A: With default permissions, someone with the Team member role can create, edit, cancel, and check out their own appointments, view clients and the catalogue, and view their own schedule and timesheets. The full list is under Default Role Permissions. Q: How do I stop team members discounting a service at the till? A: Turn off Sales → Edit prices at checkout for their role. Their price fields become read-only wherever a price is set - creating an appointment, editing one, and at checkout - and the Custom button that adds an ad-hoc charge is hidden. It is enforced on the server too, so it holds however the change is attempted. If you want them to be able to discount but only for a reason you have approved, leave Apply discounts on and turn this one off. Q: How do I give a team member access to reports? A: Enable the Reports → View all permission for their role in the permission matrix. Q: Can a team member have different roles at different locations? A: Yes. For multi-location businesses, you can assign a different role per location. A team member might be an Admin at one location and a Team member at another. Q: Are changes immediate? A: Yes. Permission changes take effect immediately. Team members may need to refresh their page to see the updated access. Q: What happens if I remove a permission from a role? A: Team members with that role will immediately lose access to the removed feature. They’ll see an access denied message if they try to use it.

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