Roles and permissions: what each team member can do
Owner, manager and staff access, every permission with its defaults, and fine-tuning one person, like hiding phone numbers or turning off discounts.
Each team member who signs in has a role (owner, manager or staff) that sets what they can do. You can then switch individual permissions on or off for one person: a stylist who only sees their own appointments, a junior who can't give discounts, a manager who can see pay.
The three roles: owner, manager and staff
You choose someone's role under Access in their details (Settings → Team & roster, then click them):
| Access | What it means |
|---|---|
| Owner – full access | Every permission, always. Only an owner sees this choice. |
| Manager – reports & settings, but not pay or billing | Every permission except five that stay the owner's unless given out: pay and commission, the FullColumn plan and billing, letting FullColumn support in, downloading all the salon's data, and the activity log. |
| Staff – calendar, clients & checkout | Day-to-day work: booking, clients, checkout and the cash-up, and their own takings. |
Access only shows when Can sign in is on. A salon can have more than one owner.
Fine-tuning what one person can do
- Open Settings → Team & roster and click the team member.
- Under Access, choose Fine-tune what they can do.
- Tick or untick permissions. Each one you change from the role's usual is marked "changed", and the top says how many changes there are from the usual access.
- Choose Save.
Back to the usual clears every change, so they have their role's usual access again. If you change someone's role later, the changes that still differ from the new role's usual access are kept.
Changing permissions needs "Manage the team, permissions and PINs", and a few rules keep it safe:
- You can't change your own permissions or role. Ask the owner.
- You can only give someone a permission you have yourself. Ones you don't have are greyed out.
- Someone who can do things you can't can only be changed by the owner.
- Only an owner can make someone an owner, or change or remove an owner, and there's always at least one owner who can sign in.
Every permission and who has it
These are the permissions as Fine-tune what they can do lists them, in its groups. Owners have every one. The last column is what happens on a salon iPad or computer set up as a Front desk shared device: "Kept" permissions work there with a PIN (for anyone who has them), and "Password first" ones ask for the person's password before they work.
Calendar permissions
| Permission | Managers | Staff | Front desk device |
|---|---|---|---|
| Book and change other team members’ appointments | Yes | Yes | Kept |
| Delete appointments permanently | Yes | No | Password first |
| Change rosters and time off | Yes | No | Kept |
| Add notes and to-dos for other team members and the whole salon, and see everyone’s | Yes | No | Kept |
Clients permissions
| Permission | Managers | Staff | Front desk device |
|---|---|---|---|
| See clients’ phone numbers and email addresses | Yes | Yes | Kept |
| Import, export, merge and remove clients | Yes | No | Password first |
| See clients’ feedback (feedback forms sent in, and alerts about them) | Yes | No | Password first |
Checkout permissions
| Permission | Managers | Staff | Front desk device |
|---|---|---|---|
| Give discounts | Yes | Yes | Kept |
| Cash up the till | Yes | Yes | Kept |
| Void sales and remove petty cash entries | Yes | No | Password first |
| Charge saved cards and no-show fees | Yes | No | Password first |
| Refund card payments and account credit, and remove saved cards | Yes | No | Password first |
| Add or take off clients’ account credit | Yes | No | Password first |
| Issue, edit and void gift vouchers | Yes | No | Password first |
Stock permissions
| Permission | Managers | Staff | Front desk device |
|---|---|---|---|
| Add and edit products and prices | Yes | No | Password first |
| Suppliers and purchase orders | Yes | No | Password first |
Reports and marketing permissions
| Permission | Managers | Staff | Front desk device |
|---|---|---|---|
| See their own takings and targets | Yes | Yes | Kept |
| See reports for the whole salon | Yes | No | Password first |
| See and change pay and commission | No | No | Password first |
| Send campaigns, set up automatic marketing, and make promo codes (with “Give discounts” too) | Yes | No | Password first |
Setup permissions
| Permission | Managers | Staff | Front desk device |
|---|---|---|---|
| Edit services and prices | Yes | No | Password first |
| Manage the team, permissions and PINs | Yes | No | Password first |
| Edit consultation and feedback forms | Yes | No | Password first |
| Change salon settings (hours, online booking, messages, branding) | Yes | No | Password first |
| Connect Stripe and SMS, and change payment settings | Yes | No | Password first |
| See and change the FullColumn plan, SMS bundle and billing | No | No | Password first |
| Let FullColumn support sign in to help | No | No | Password first |
| Download a full copy of the salon’s data and photos | No | No | Password first |
| See the activity log (who did what in the salon, and when) | No | No | Password first |
What the most common permission changes do
- Book and change other team members’ appointments: turned off, someone books only in their own column, and changes only their own appointments and blocked time. They still see the whole calendar.
- See clients’ phone numbers and email addresses: turned off, contact details are hidden from them on client cards, the calendar and elsewhere. See contact details and privacy.
- See clients’ feedback: feedback forms clients send in after a visit, which often talk about the team. Without it, feedback isn't listed on appointments or client profiles, there's no Feedback tab in Reports and no feedback alerts. Anyone can still send a feedback form. See asking for feedback.
- Give discounts: turned off, they can't take money off at checkout. See discounts at checkout.
- Send campaigns, set up automatic marketing, and make promo codes: making a promo code also needs "Give discounts".
- Issue, edit and void gift vouchers: selling a gift voucher at checkout needs no permission. This one is for issuing a voucher without a sale, changing or voiding one, and emailing a voucher bought online again.
- See and change pay and commission: the owner's by default. Setting someone's rates also needs "Manage the team, permissions and PINs", and nobody can change their own commission unless they hold every permission. See commission rates.
- Manage the team, permissions and PINs: adding and removing people, their access and PINs, price levels and shared devices.
- See the activity log: the owner's by default. Settings → Activity log lists everything done in the salon, with who did it and when, including refunds, deletions and FullColumn support's sign-ins. See the activity log.
Things only an owner can do
A few things stay with owners (or, where noted, anyone who's been given every permission), whatever you tick:
- Making someone an owner, and changing or removing an owner.
- Choosing who must use two-step sign-in.
- Setting up a Full access shared device, which needs every permission.
- Changing your own commission, which also needs every permission.
Requiring two-step sign-in for your team
Two-step sign-in asks for a code from an app on the person's phone as well as their password. In Settings → Team & roster, the Two-step sign-in card's Required for sets who must use it: Not required, Owners and managers, or Owners, managers and sensitive access (also anyone who can refund cards, charge saved cards, export clients, download all the salon's data, manage the team, change payment and SMS setup, or manage billing).
Only an owner can change it, after turning it on for themselves. PIN sign-in on shared devices doesn't need the code. Each person's details show whether they use it, with a reset for a lost phone. See two-step sign-in.
FullColumn support's access
FullColumn support isn't on your team list and can only sign in while an owner allows it. It has a manager's usual access, less the team, payment setup, support access, billing, saved cards and refunds, account credit, pay, downloading everything and the activity log. See security and FullColumn support access.
Common questions
How do I stop a stylist seeing clients' phone numbers?
Open them in Settings → Team & roster, choose Fine-tune what they can do, untick "See clients’ phone numbers and email addresses" and choose Save.
Can a manager see pay and commission?
Not unless the owner gives it to them: tick "See and change pay and commission" in the manager's permissions.
Can staff see the salon's reports?
Not by default. Staff see their own takings and targets. Tick "See reports for the whole salon" for someone who should see everything.
Why is a permission greyed out when I edit someone?
Either it's you (nobody changes their own permissions), or it's one you don't have yourself, so you can't give it out.
Why does the front desk iPad ask for a password?
It's a Front desk device, which keeps PIN sign-ins to desk work. Anything else asks for the person's own password, then works for a few minutes. See shared devices.