Custom roles and permissions

Custom roles let you define exactly what each team member can see and do in the console. Create a role once, configure each permission in every feature category, and assign the role to as many users as you need. This article includes a full reference for every permission the platform exposes, organized by category, so you can scope a role to exactly the access your team needs.

Getting started

Navigate to Settings > User management, click the three-dot menu in the top-right, and select Edit user roles, or go directly to Settings > User management > Roles.

How it works

The platform ships with a small set of default roles that you can view but not edit or delete. On top of those, you can create as many custom roles as you need. Each custom role has:

• A name and description to label the role for invitees and admins
• A default landing page so anyone with this role lands on the right page after sign-in
• A list of permissions organized by feature category, each rendered as either a simple on/off toggle or a three-option dropdown
• A notifications tab to fine-tune which notifications users with this role receive

Permissions come in two shapes:

Step-by-step guide

Create a custom role

1. Open Settings > User management > Roles
2. Click Create role in the top-right
3. Enter a Name (required) and an optional Description
4. Pick a Default landing page from the dropdown so anyone with this role lands on a sensible default after sign-in
5. Switch to the Permissions tab and configure permissions per feature category (see the Permissions reference below)
6. Switch to the Notifications tab to choose which notifications the role receives
7. Click Save

Configure permissions

1. Open the role you want to edit
2. Stay on the Permissions tab (the default tab)
3. Permissions are grouped by feature category (Bookings, Purchases, Customers, Mail, Reports, Settings, etc.)
4. For each permission inside a category:

• Toggle permissions: flip the switch on or off
• Three-option permissions: pick All, Only my own, or No access

1. Click Save to apply changes

Changes take effect immediately. Users assigned to the role get the new permissions on their next request without signing out.

Configure notifications

1. Open the role and switch to the Notifications tab
2. Toggle individual notification types on or off for the role
3. Click Save

Notification preferences set on the role are the default for users in that role. Individual users can usually override with their own preference where the platform supports it.

Set a default landing page for a role

1. Open the role's editor
2. In the left card, pick a Default landing page from the dropdown
3. Options reflect the same set used on company groups: Bookings, Dashboard, Game tracker, Mail, Purchases, Project management, Customers, Waivers, Settings
4. Click Save

The role-level default landing page is layered with the group-level default. The role default takes precedence when set.

View a default role's permissions

1. Open Settings > User management > Roles
2. Default roles show a default badge and a "-" in the Time created column
3. Click the action menu on the row and select View role permissions
4. The role opens in read-only mode with all fields disabled. Use this to understand what each default role grants

Edit or delete a custom role

1. Open Settings > User management > Roles
2. On the row of the custom role, click the action menu
3. Click Edit role to open the editor
4. Click Delete role to remove it
5. Confirm the prompt to delete

A role can only be deleted when no users are assigned to it. Reassign affected users to a different role first.

Assign a role to a user

1. Open Settings > User management
2. Find the user, click the dropdown action, and select Edit user
3. Pick the new role in the Role dropdown
4. Click Save

The role change applies on the user's next request without sign-out.

Permissions reference

Every permission the console enforces is listed below, grouped by the feature category it belongs to. The exact set you see in the Permissions tab depends on which features your subscription has enabled; categories with no enabled features are hidden.

Bookings

Customers

Purchases and payments

Emails and messaging

Custom fields

Reports and analytics

Events (game) configuration

Event tracker

Photos

Waivers

Project management

Time tracking

Checklists

Surveys

Migrations

Settings and admin

Roadmap (Support and Roadmap)

Reference

Roles list page

Role editor

Permissions tab structure

Three-option access semantics

Notifications tab

Good to know

• Default roles can be viewed but not edited or deleted. They reflect roles the platform ships with so customers always have a working starting point. Create custom roles when you need different permissions.
• A custom role can only be deleted when no users are assigned to it. Reassign first, then delete.
• Only my own is most useful on _view permissions for records that have an owner or assignee (bookings, project tickets, time logs). It scopes the view to records the user created or is assigned to without going as far as No access.
• Some permissions are hierarchical in practice: you can't usefully Update a record without View access to it. The platform enforces this by hiding edit controls when view is denied.
• Configure permissions (e.g., Configure games, Configure payments, Configure custom fields) typically grant the highest level of access in their category. Use them sparingly.
• The Custom fields permission has a single setting (custom_fields_configure) that's sorted to the top of the Settings category for visibility, since it controls who can build new custom fields.
• The Download data permission is a global gate. Lists with CSV export check it; without the permission, the download icon is hidden everywhere.
• Subscription features affect which categories appear in the Permissions tab. Disabling a feature in Billing hides its permissions; enabling it adds them with new permissions defaulting to off for safety.
• Permission and notification changes take effect immediately. Users don't need to sign out and back in.
• Every change to a role is recorded in the event log under the User management feature.

FAQ

Q: Can I duplicate a default role and tweak it?

A: There's no direct "duplicate" action, but you can create a new custom role and set up the same permissions you see in a default role's view-only editor. Open the default role with View role permissions in one tab and the new role in another to copy across.

Q: What's the difference between "Only my own" and "No access"?

A: No access means the user can't see or act on any records in the feature. Only my own scopes the user to records they created or are assigned to. Pick Only my own for staff who should manage their own work but not see colleagues' records.

Q: A new feature was added to my subscription. Do I have to update existing roles?

A: New features add new permissions to the editor. Existing custom roles default the new permissions to "off" (or "No access") for safety. Edit each role and turn on the new permissions for users who should have access.

Q: I turned off a permission for a role and now my team can't do something. How do I undo?

A: Re-open the role, turn the permission back on, and click Save. Permissions changes take effect immediately, so the team gets access on their next request.

Q: Can two users have different permissions on the same role?

A: No. A role is a fixed set of permissions, and every user assigned to that role inherits the same permissions. To give one user different access, assign them to a different role (or create a new custom role for the exception).

Q: Why can't I delete a role?

A: At least one user is still assigned to it. Open Settings > User management, find users with that role, and reassign them. Then return to the roles page and delete.

Q: My permission is missing from the editor. Why?

A: Either the underlying feature isn't enabled in your subscription (check Billing) or the permission was renamed in a release. The categories in the editor are driven by the API and reflect the current state of your account.