Decide area by area who may do what
Under Staff & personnel → Roles & permissions every role gets its own table: the area on the left, the level on the right. Templates come sensibly preset. New roles start with no access, apart from a few basics every employee needs, such as their own shift plan. Change an area and all its sub-items follow.
- 35 areas, from products and payments to check-in, each with no access, view, edit or full access
- A coloured dot per area shows at a glance: green full access, amber partial, red none
- Unfold an area and set its sub-items one by one, never higher than the area itself
- Only the owner hands out permissions: no employee can grant themselves more
Ready-made roles for office, accounting and guides
Office runs the day-to-day, Accounting handles finances and documents, Tour guide gets check-in, the guest list and the app, and Intern sees the day-to-day without changing it. Managing director gets full access, Authorised signatory nearly as much. Agency sets up the website, the widget and the design without getting at orders, customer records or finances. You name your own roles however you like, and the role New is always there for new team members.
Some things stay with the boss
The owner is the shop's main account: full access everywhere, cannot be deleted and is not part of the matrix. Some things stay with the owner whatever role someone else holds: the permissions themselves, the Activento plan and its payment, the payment provider and bank details, the shop's time zone and the switch between test and live mode.
Hand out the role when you invite
When you invite someone you pick exactly one role and as many assignment roles as you like. You can change both later on the person's profile. The team list shows role, assignment roles, status and last login for each person.
Guide, driver or captain: who does what on tour
Guide, Co-guide, Trainee and Driver are there from the start, and you add Captain or Skipper yourself. Two switches per assignment role: whether the person can be put on a departure, and whether they see “My tours”. In the calendar you can only assign people to a departure who have the right assignment role.
Your team can do a lot. Just not everything.
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