Roles in FlexBookz

Introduction

In FlexBookz, roles let you control what each staff member can see and do in the system. A role bundles a human-friendly name, a hierarchical level and a set of permissions that enable or restrict access to features such as bookings, customers, staff management and financial data. Properly configured roles help protect sensitive information, simplify workflows and ensure staff only access what they need.

How it Works

Every user in FlexBookz is assigned a single role. Roles define permissions (for example bookings.create or financial.manage) that gate access to specific actions and screens. Roles also have a numeric hierarchy level which determines precedence for approval, escalations and visibility. By convention, a lower number indicates higher authority (for example, 1 is higher than 5), but you can adopt a convention that fits your organization—just keep it consistent.

Principle: Assign the minimum permissions necessary for a user to perform their job — the principle of least privilege reduces risk.

Step-by-Step Guide

1. Create a new role

1. Go to Settings > Roles.

2. Click + Create Role (or + Add Role).

3. Enter a role name such as "Manager", "Reception", or "Therapist".

4. Set the hierarchy level (use lower numbers for higher authority, e.g. 1 = Admin).

5. Click Save to add the empty role to your list.

2. Configure permissions (manage access)

Permissions are grouped by category. Toggle individual permissions on or off, or use bulk controls to speed up configuration.

• Financial Management – invoice creation, refunds, commission settings (e.g. financial.manage).

• Staff Management – create/edit staff, approve time off, set availability.

• Services & Bookings – create services, manage bookings, reschedule clients (e.g. bookings.create, bookings.edit).

• CRM & Customers – view and edit client profiles and notes (e.g. customers.view, customers.edit).

• Analytics & Reports – view sales and performance data (e.g. analytics.view).

• Support – view and respond to support tickets or messages.

Use the Select All or Clear buttons to speed up setup when creating a role based on an existing template.

3. Assign roles to team members

1. Open Members from the main menu.

2. Click a staff member to open their profile.

3. Choose the desired role from the Role dropdown.

4. Save the profile to apply the new permissions immediately.

4. Example permission keys

bookings.create
bookings.edit
bookings.cancel
customers.view
customers.edit
financial.manage
analytics.view
staff.manage
support.respond

Practical Examples & Use Cases

• Front Desk / Receptionist: Allow bookings.create, bookings.edit, and customers.view but block financial permissions. This enables day-to-day booking work without exposing invoices.

• Therapist / Service Provider: Give access to their own schedule and client notes (use scoped permissions where available) and deny broad staff management or financial rights.

• Manager: Assign broad permissions like analytics.view, financial.manage and staff.manage with a high-priority hierarchy level to approve changes and view reports.

• Temporary Staff / Contractor: Create a time-limited role that allows bookings and customer access only during contracted dates; remove or deactivate it when the contract ends.

Tips & Best Practices

• Use clear, descriptive role names: e.g., Front Desk - UK, Senior Manager.

• Apply the principle of least privilege: start with minimal permissions and add only what’s needed.

• Use hierarchy levels to control approval flows: lower-numbered roles can approve actions from higher-numbered roles.

• Document your role definitions in a short internal reference so managers know which role to pick when onboarding.

• Create cloned role templates for new locations to keep permissions consistent across branches.

• Review roles regularly (quarterly) to remove obsolete permissions or update access after process changes.

Troubleshooting

• User cannot see a function: Verify the assigned role includes the specific permission (e.g., analytics.view) and that the hierarchy level does not block visibility.

• Changes not saved: Ensure all required fields (role name, hierarchy level) are filled and you have permission to edit roles yourself.

• User still has access after role change: Confirm there are no multiple accounts or API keys granting access; ask the user to log out and back in to refresh permissions.

• Reports restricted: Financial reports usually require financial.manage or analytics.view. Grant only to trusted roles.

• Need to test a role: Create a temporary test user and assign the role to verify the behavior before applying to live staff.

If you need help designing roles for your salon or spa, contact your FlexBookz account manager or open a support ticket from the Help menu.