Lesson 22

Team and operations

Team members, roles and permissions

Four roles decide which pages someone opens and whether money shows on screen. None of them narrows the calendar to one person's own bookings.

3 min read · Owner · Getting set up
Open in Petboost

Two calls come in again and again: my staff can see the business finances, and my walkers should only see their own rounds. The first is one role away. The second is not something a role does, and knowing that saves an afternoon of looking for the switch.

A new profile performs nothing yet

Adding someone gives you a person and a role, and nothing else. A service with nobody assigned to it offers every team member, so the day you put the first name on a service, everyone left off it stops being offered for it.

  1. Open Team Members and select Manage on the person.
  2. On Services, select Manage.
  3. Choose the services they perform, then select Save Changes.

The last step of the add wizard and the Services tab on their profile are the same picker. Manage opens it, Save Changes writes it, and a new profile sits on No Services Assigned until you do, which is quieter than an error and easier to walk past.

Trap

Stay and Lesson services are not on this tab. A shift that carries its own service list is not on it either, so changing the services here updates the default and leaves that shift as it was.

What each role can see

  1. To compare the four roles, open Roles & Permissions.
  2. To change someone's role, open Team Members and select Manage on the person.
  3. On Personal Details, choose the new Role.
  4. Select Publish Changes, tick the box in Before You Publish, then select Publish Changes.

Owner Admin and Admin reach the same pages. The difference is authority rather than visibility: when you add someone, only an Owner Admin can make them an Admin, and the owner's own profile has no archive control. Service Performer and Service Supporter are the two that keep the money off the screen, because neither opens Reporting and Intelligence or Billing and subscription, and both see Mission Control with the financial figures hidden. The new role is saved when you publish it.

Trap

A role decides which pages someone opens, not which bookings they see. Every role sees every appointment on the calendar and on Mission Control, so there is no setting that shows a walker only their own rounds.

When someone leaves

There is no delete for a team member. Archive Team Member, at the foot of the summary card on their profile, is the removal.

  1. Open Team Members and select Manage on the person.
  2. Select Archive Team Member on the summary card, which a narrow screen folds under Team member details.
  3. If Archive is blocked appears, choose who takes the work under Move unfinished work to.
  4. Tick the confirmation, then select the confirm button. It reads Archive and their name, or Move to and the new person's name when work is moving.

Archive refuses while work is still assigned to them, including unpaid past appointments and add-ons sitting on somebody else's booking, and offers to move that work to whoever is taking it over. Unarchive Team Member brings the profile back with its hours and services, and the dialog says it does not bring the login back with it, so read the login badge on their profile rather than assuming either way. The counter is no exception: each person who works it gets their own login rather than one shared password, which is what makes archiving anyone mean anything at all.