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Roles & Permissions - Control Team Member Access

6 min read Beginner For Owner Updated about 2 months ago
Quick Answer
RecSystems has two roles - Employee for daily operations like bookings and check-ins, and Admin for full access including settings, reports, and user management.

Roles & Permissions

Roles control what team members can see and do in RecSystems. Assign the right role to give people the access they need without exposing sensitive information.

Available Roles

Employee

For front desk staff and team members handling daily operations.

Can Do:

  • View all bookings
  • Create and edit bookings
  • Process check-ins and check-outs
  • View customer information
  • Access basic dashboard
  • Cancel bookings

Cannot Do:

  • Access financial reports
  • View revenue data
  • Change pricing or settings
  • Add or remove users
  • Delete bookings
  • Manage integrations

Admin

For managers and business owners needing full control.

Can Do:

  • Everything Employees can do
  • Access all financial reports
  • Configure pricing and settings
  • Manage team members
  • Delete bookings
  • Process refunds
  • Access all system features

Permission Comparison

Feature Employee Admin
View bookings Yes Yes
Create bookings Yes Yes
Edit bookings Yes Yes
Cancel bookings Yes Yes
Delete bookings No Yes
Check-in/out Yes Yes
View customers Yes Yes
Financial reports No Yes
Revenue data No Yes
Pricing settings No Yes
Business settings No Yes
Add users No Yes
Remove users No Yes
Manage integrations No Yes
Process refunds No Yes

Choosing the Right Role

Use Employee When

  • Front desk staff
  • Seasonal workers
  • Part-time employees
  • Anyone not needing full access

Use Admin When

  • Business managers
  • Location managers
  • Trusted full-time staff
  • People who need settings access

Changing Roles

How to Change

  1. Go to Account → Account Info → User Management
  2. Click on the user
  3. Find Role setting
  4. Change to new role
  5. Save

Considerations

  • Changes take effect immediately
  • User's current session may need refresh
  • Document role changes
  • Only Admins can change roles

Best Practices

Least Privilege

Give minimum access needed:

  • Start with Employee role
  • Upgrade only when necessary
  • Review access regularly

Role Assignment

Consider:

  • Job responsibilities
  • Trust level
  • Information sensitivity
  • Business needs

Regular Review

Periodically check:

  • Are roles still appropriate?
  • Anyone with too much access?
  • Anyone needing more access?

Security Considerations

Protecting Financial Data

  • Only Admins see revenue
  • Employee role protects sensitive data
  • Limit Admin count

Access When Leaving

When staff depart:

  • Deactivate immediately
  • Review what they accessed
  • Change shared passwords if any

Shared Accounts

Avoid sharing accounts:

  • Each person gets own login
  • Accountability and tracking
  • Individual access control

Troubleshooting

Can't access a feature

  • Check your role
  • Contact an Admin for access
  • Feature may require Admin role

Cannot change someone's role

  • Only Admins can change roles
  • Cannot change your own role
  • Contact another Admin

Role changed but no difference

  • User may need to log out and back in
  • Clear browser cache
  • Check change was saved

Related Articles:

Frequently Asked Questions

What can Employees do?
Employees can view and manage bookings, process check-ins and check-outs, view customer information, and handle day-to-day operations. They cannot access settings, financial reports, or manage users.
What can Admins do?
Admins have full access to everything including all Employee capabilities plus settings, financial reports, pricing configuration, user management, and system administration.
Can I change someone's role?
Yes, admins can change roles. Go to Account → Account Info → User Management, click on the user, and change their role.