Roles and permissions

The four roles (Owner, Admin, Front desk and Staff), which to choose, what each one can do, the Billing, payouts and admins switch, the settings for each person, and what Front desk and Staff can do at the till.

Roles and permissions

Everyone who signs in to your dashboard has a role. Their role decides what they can open and what they can change. There are four: Owner, Admin, Front desk and Staff.

You choose each person's role under Settings, then the Staff tab. For step-by-step help with inviting people, choosing their role and settings, and changing or removing them later, see Add and manage your team.

The one big idea: the owner and admins run the business. Front desk and Staff run the day. As standard, Front desk and Staff both work with every booking and every client, and the only difference between them is what they can do at the till. You can narrow what each person sees with their own settings.

The four roles at a glance

Role	In one line	How many
Owner	The person the business belongs to. Everything an admin can do, and only they can transfer ownership	One per business
Admin	Runs the business day to day	As many as you need
Front desk	Takes bookings and payments, with the Front desk till settings	As many as you need
Staff	Works with clients, with the Staff till settings	As many as you need

Each person's row on the Staff tab has a badge showing their role. Above the list, the fold-out What can each role do? guide sets the four roles side by side, with who each one suits and what each can and can't do.

Team logins are unlimited on every plan, so you never need a bigger plan to give someone the right role.

Which role to choose

Admin: a manager or business partner you trust with settings, prices and reports.
Front desk: a receptionist who books for everyone and takes payments, including refunds and price changes at the till.
Staff: a stylist, therapist or practitioner who looks after their own clients.

Not sure? Choose Staff. You can change anyone's role at any time: click Manage on their row and choose under Role. ResNeo asks you to confirm with Change role, and the change takes effect straight away.

What each role can do

	Owner	Admin	Front desk	Staff
Bookings and the diary, on every calendar	Yes	Yes	Yes, unless set to View only or Hidden	Yes, unless set to View only or Hidden
Client details in Contacts	Yes	Yes	Yes. Phone numbers and emails can be hidden	Yes. Phone numbers and emails can be hidden
Downloading client lists	Yes	Unless switched off	Unless switched off	Unless switched off
Hours, breaks and closures under Calendar Availability	Every calendar	Every calendar	Only their own calendars	Only their own calendars
Settings, Reports and Data import	Yes	Yes	No. They get Account settings instead	No. They get Account settings instead
Invite people, change roles, reset passwords	Yes	For Front desk and Staff. For other admins, only with Billing, payouts and admins	No	No
Plan, billing, invoices, payouts and closing the business	Yes	Only with Billing, payouts and admins	No	No
The till (Checkout)	Everything	Everything	The Front desk till permissions	The Staff till permissions
Transfer ownership, add a site	Yes	No	No	No

If you use Checkout, your till permissions can also let Front desk or Staff change Checkout settings or see takings and sales reports. Those then appear on their Account settings page.

The owner

Every business has one owner. They can do everything an admin can do, plus a few things nobody else can:

Transfer ownership to another admin. See The owner and transferring ownership.
Switch Billing, payouts and admins on or off for each admin.
Add a site, where ResNeo offers it. See Adding a site.

The owner is also protected. Nobody else can change the owner's role, remove them, reset their password or resend their invitation. On the owner's row, everyone else sees Only [the owner's name] can change this. The owner can transfer ownership from their own row. If someone tries anyway, ResNeo answers You can't change or remove the owner.

Emails the owner gets

ResNeo emails the owner when someone else:

makes a person an admin, by inviting them as an admin or changing their role to Admin;
schedules the business to close, or cancels a closure;
cancels the plan, or resumes it, in ResNeo.

The email goes to the address the owner signs in with, not the business email. So nobody can stop the owner hearing about these changes by changing an email address in Settings. When the owner makes one of these changes themselves, no email is sent.

Admins

An admin runs the business day to day. They see every Settings tab, Reports and Data import, set up services and calendars, manage linked accounts and Checkout settings, and look after Front desk and Staff.

A few powers also need a switch called Billing, payouts and admins.

The Billing, payouts and admins switch

Only the owner sees this switch. It is in the invite form when the owner invites an admin, and under Manage on each admin's row, in What else they can manage, with the note Lets this admin manage your plan, payouts and other admins. Only you can change this.

With the switch on, an admin can also:

change the plan, open Manage Billing and see invoices
set up payouts, or open your Stripe dashboard, under Settings, then Payments
close the business, or cancel a closure
invite someone as an admin, or make someone an admin
change, remove, reset the password of, or resend the invitation of another admin

With the switch off, an admin:

sees the Plan tab with the note Only the owner, or an admin they allow, can change the plan, manage billing or close the business. and every button greyed out
sees the Payments tab without its Stripe buttons
is only offered Staff and Front desk when choosing a role, with the note Only the owner, or an admin they allow, can invite an admin. on the invite form
sees Only the owner, or an admin they allow, can change another admin. on other admins' rows, with no Manage button

If they try one of these actions anyway, ResNeo answers Only the owner, or an admin they allow, can do this.

Who has it on:

Every admin who was an admin before roles arrived keeps it on, so nothing changed for them.
Anyone made an admin from now on starts with it off, unless the owner ticks it when inviting them.
After a transfer of ownership, the previous owner stays an admin with it on.

To switch it on or off:

Sign in as the owner.
Open Settings, then the Staff tab.
Click Manage on the admin's row.
Under What else they can manage, tick or untick Billing, payouts and admins. It saves straight away.

Nobody can change their own switch, and only the owner can change anyone's.

Front desk and Staff

Front desk and Staff work the same way everywhere except the till:

They open, edit, move, cancel and check in bookings on every calendar, unless you set their other diaries to View only or Hidden.
They work with every client in Contacts. You can hide clients' phone numbers and emails from them.
They set up hours, breaks, closures and their own service settings only for their own calendars, the ones ticked under Their calendars.
Their sidebar shows Account where an admin's shows Settings. It opens Account settings, with their profile and password.
They cannot invite people, change roles or reach the plan and billing.

What they can do at the till

If you use Checkout, each role has its own set of till permissions. They belong to the role, not the person, so everyone with the same role can do the same things.

Open Settings, then the Checkout tab, and find Who can do what.
You see three cards. Owner and admins can always do everything. Click Front desk or Staff to see what that role can do.
Click Change what Front desk can do (or Change what Staff can do) to open the full list of switches.
Tick or untick what you need, then click Save changes.

To undo your changes, click Use the standard Front desk permissions or Use the standard Staff permissions at the bottom of the list.

Role	The standard set
Front desk	Can check out and take payments, give refunds, change prices, charge cards on file, look after gift vouchers and loyalty cards, and adjust stock
Staff	Can check out and take payments, give discounts up to your limit, and see their own sales. Can't give refunds or change prices

Good to know: till permissions follow the login a device is signed in with. A device signed in as an admin can do everything, whoever is serving. Give each person their own login on shared devices.

Settings for each person

On top of their role, each Front desk and Staff person has three settings. You choose them under 4. What can they see? when you invite someone, or later under What they can see in Manage on their row. The owner or any admin can change them, they save straight away, and they take effect within about 30 seconds.

Setting	What it does	Choose this when	More
Can see client phone numbers and emails	Ticked as standard. Unticked, they see Hidden in place of phone numbers and emails, with no call, text or email buttons	Someone shouldn't keep your clients' numbers, such as a self-employed stylist	Hiding client phone numbers and emails
Other people's diaries	Can book and change (the standard), View only or Hidden	View only for a stylist who should see colleagues' bookings but not move them. Hidden for someone who should only see their own diary	Who can see and work other people's diaries
Can export client data	Shows or hides the buttons that download client lists. New people start with it off	Someone sends mailings or runs client lists for you	Hiding client phone numbers and emails

Owners and admins always see phone numbers and emails and always book and change on every diary. For an admin, only the owner sees Can export client data, under What else they can manage. The owner can always export.

Nobody can change their own settings.

A few rules for everyone

Nobody can change their own role or remove their own login. Ask the owner or another admin.
Invitations and resent invitations share a limit of 30 a day for each business. Past that, ResNeo says You've sent a lot of invites today. Please try again tomorrow.

Common problems & fixes

Problem	Likely cause	Fix
An admin cannot change the plan or open Manage Billing	Their Billing, payouts and admins switch is off	The owner clicks Manage on that admin's row under Settings, then Staff, and ticks it
Admin is missing from the roles	You are an admin without Billing, payouts and admins	Ask the owner, or an admin who has it, to make the change
Only the owner, or an admin they allow, can change another admin.	Your Billing, payouts and admins switch is off	Ask the owner
I cannot see the Billing, payouts and admins switch	Only the owner sees it	Ask the owner. If you are the owner, it is under Manage on other admins' rows, not your own
You can't change or remove the owner.	That person is the owner	Only a transfer changes the owner. See The owner and transferring ownership
A Front desk person cannot give a refund	The Front desk till permissions were changed, or they are on the Staff role	Check their badge on the Staff tab, then Who can do what under Settings, then Checkout
Someone at the till can do everything	That device is signed in as an admin	Sign the device in with that person's own login
You've sent a lot of invites today. Please try again tomorrow.	Your business has sent 30 invites today	Try again tomorrow
A client's phone and email show Hidden, or Exporting client data is switched off for you.	One of your settings is off	Ask the owner or an admin. See Hiding client phone numbers and emails
You can see this booking, but you can only change bookings on your own calendar.	Your other diaries are set to View only or Hidden	Book on your own calendar, or ask an admin. See Who can see and work other people's diaries
Colleagues' appointments are missing from your diary	Your other diaries are set to Hidden	Ask the owner or an admin if you need to see them
To change your own role or settings, ask the owner or another admin.	Nobody can change their own role or settings	Ask the owner, or an admin with Billing, payouts and admins

Roles and permissions