How to add staff and set roles & permissions

As your team grows, “everyone is an admin” stops being a plan and starts being a risk. This guide shows you how to add staff in Opraly and set roles & permissions so a stylist can run their day, a manager can run the floor, and only the owner can touch the numbers.

Why roles matter

A front-desk hire needs the calendar, the walk-in queue and checkout. They almost certainly do not need to see lifetime revenue or change your payout settings. Roles let you hand out exactly the right access:

• Protect sensitive reporting & analytics and payment settings.
• Keep each person’s view simple and uncluttered.
• Make sure tips and sales are attributed to the right team member.
• Reduce mistakes — people cannot change what they cannot reach.

Step 1: Add a team member

1. Open Settings → Staff (or Team).
2. Select Add staff member.
3. Enter their name, email and the location(s) they work at. If you run more than one site, this is also where you decide who works where — see managing multiple locations in one account.
4. Send the invite. They will get an email to set their own password.

Tip: add staff before you build their schedule. Once they exist, you can drop them onto the calendar and they will appear as a bookable resource on your branded booking page.

Step 2: Assign a role

When you add someone, pick the role that matches their job. Typical shapes look like this:

You are not locked into the defaults — adjust any role’s permissions to fit how your business actually runs.

Step 3: Fine-tune permissions

Inside a role you can switch individual permissions on or off. Common ones to review:

• View reports & analytics — keep full financials with managers and owners.
• Take payments & refunds — anyone working checkout needs this.
• Manage other staff — usually owners and senior managers only.
• Edit services & pricing — limit who can change what things cost.
• Manage memberships, packages & gift cards — see creating memberships, packages and gift cards.

Set permissions once per role and every new hire inherits the right access automatically.

Step 4: Set what each provider can be booked for

Permissions control the back office; bookability controls the calendar. For each provider, choose:

• Which services they offer (so customers only book what they can deliver).
• Their working hours and any breaks.
• Which locations they appear at.

This keeps your branded booking page accurate — customers never book a service the assigned person cannot do.

Step 5: Review access regularly

People change roles and people leave. A quick monthly pass keeps things tidy:

1. Remove access for anyone who has moved on.
2. Bump newly promoted staff to a manager role.
3. Spot-check that payment and reporting permissions still sit with the right people.

A note on owners

Keep at least two people with full Owner / Admin access. If your only admin is away, you do not want to be locked out of payouts, settings or reports during a busy week.

Where roles show up next

Once roles are set, the rest of Opraly respects them automatically — checkout honours who can take payments and tips, and your dashboard only surfaces the figures a person is allowed to see, which you can explore in how to read your reports and dashboard. Roles work the same across every vertical, from salons & barbers to clinics & med-spas.

Ready to bring your team on? Start free, add your staff, and give everyone exactly the access they need.