Roles and permissions

Gaplessly has four dashboard roles: Admin, Manager, Front desk, and Team member. An admin can change anyone's role at any time and can grant a Team member or Manager login up to three specific extra permissions from a fixed checklist; Front desk gets a fixed, wider grant instead of a checklist.

Last updated 9 October 2026

Quick answer

Every dashboard login has one of four roles: Admin, Manager, Front desk, or Team member. Team member and Manager logins see only their own bookings by default. To check or change someone's role, or grant extra permissions, go to Team in the sidebar, find them under Team access, and open Permissions (or Manage access if they're linked to a team profile). Only an admin can do this.

1. The four roles

Every login on your dashboard has one of four roles. An admin can change anyone's role at any time from the Team page, so there is no need to remove someone and send a fresh invite just to fix a wrong role.

Role	What they can do
Admin	Everything: every booking and client, services, team, business settings, billing, the public booking address, and inviting, removing, or changing the role of anyone else.
Manager	Their own bookings only, by default, exactly like Team member below. An admin can grant it the same three extra permissions further down this article, including with a one-click shortcut. Manager and Team member work identically until permissions are granted; the two exist as separate roles so you can label someone by seniority.
Front desk	Every booking and every client's full contact details, company-wide, always, with no checklist to configure. Never company settings, billing, team access, or the booking address.
Team member	Their own bookings only, by default. An admin can grant it the same three extra permissions as Manager. This is the base role.

At a hospitality venue the same four roles carry venue names: Manager reads as Management and Front desk reads as Host (front door), while Admin and Team member keep theirs. A venue's bookings belong to tables rather than to a person, so a Team member or Management login starts with the day-to-day (the floor, bookings and guests) instead of only their own bookings, and a host always sees every booking and guest. Bar, Kitchen, Floor, Host and Management are also the default stations on the roster, which say where someone works a shift; a station never changes what their login can see or do.

You will also see an owner badge on the team list. That is not a fifth role. The person who owns the business is an admin underneath; owner just marks the one admin who can transfer or delete the business. Their role can't be changed from this screen (ownership has to be transferred first, see below), and they can never be removed by anyone, including another admin.

2. What determines who sees which bookings

Team member or Manager, linked to a bookable team profile: they see and manage only bookings assigned to them.
Team member or Manager, not linked to any team profile: they see nothing at all, until an admin links them to one, or the business turns on the setting below.
Front desk and Admin logins always see and can edit every booking and every client, linked to a team profile or not.
An admin can also turn on a business-wide setting, under Settings > Data Control, that lets any unlinked staff login see every booking. It is off by default. It applies to every unlinked Team member or Manager login on the account at once, not just one; if you only need this for a single receptionist-style hire, the Front desk role does that without opting in every other unlinked login.

Note:This split only applies to appointment-style businesses. If you take table bookings instead of appointments, there is no per-person assignment to confine anyone to: every login, whatever its role, sees the same shared list of reservations.

3. Extra permissions, and changing someone's role

An admin can change a Team member's or Manager's role, and tick any combination of three extra permissions, from the same panel, saved together in one step.

Manage services: add, edit, reorder and delete services and service groups, including prices and durations.
Manage team: add team members and edit anyone's profile, photo, services and working hours. Cannot link a dashboard login to a team profile or change trust levels.
Manage business settings: edit the business profile, branding, opening hours and the guest self-service policy. Never billing, team access or the booking address.

Two shortcut buttons sit above the checklist: "Restricted Access" unchecks all three (own bookings only, the default), and "Open Access" checks all three. Both are shortcuts over the same checklist underneath, which stays visible and editable either way, so you can still tick or untick one item by hand after using either button.

This checklist only applies to Team member and Manager logins. Admin already has every permission, so nothing is offered to check. Front desk has a fixed grant instead of a checklist, so nothing is offered there either. If you want to hand an admin login a narrower, checklist-based set of access instead, change their role to Manager or Team member first, then grant from the checklist.

4. Where to manage this

Team (in the sidebar) > Team access: lists everyone who can sign in, including anyone still pending, with a role badge (Owner, Admin, Manager, Front desk, or Team member).
Each non-owner, non-admin row has a Permissions link that opens a role dropdown plus the checklist above.
If that login is already linked to a bookable team profile, the same link is instead called Manage access, and opens that person's own team profile, on its Access tab, with the identical role dropdown and checklist, plus a Remove access button that revokes the dashboard login without touching the team profile or its booking history.

Both of these are admin-only screens. A Team member or Manager login cannot open or change anyone's role or permissions, even with the Manage team permission turned on. This whole area sits on the Team page, which is only part of the appointments-style dashboard; a table-booking business does not currently have a Team access screen.

5. Rules that protect the business

The organisation can never be left without a working admin. The last remaining working admin cannot be moved to any other role, or removed.
Whoever owns the business keeps the Admin role no matter what, and cannot be removed by anyone, including another admin. Ownership has to be transferred first.
Billing, the booking address and team access stay admin-only regardless of role or what is ticked for anyone else.