Team & Permissions
Roles & Permissions - Control Team Member Access
RecSystems has two roles - Employee for daily operations like bookings and check-ins, and Admin for full access including settings, reports, and user management.
Roles control what team members can see and do in RecSystems. Assign the right role to give people the access they need without exposing sensitive information.
Available Roles
Employee
For front desk staff and team members handling daily operations.
Can Do: - View all bookings - Create and edit bookings - Process check-ins and check-outs - View customer information - Access basic dashboard - Cancel bookings
Cannot Do: - Access financial reports - View revenue data - Change pricing or settings - Add or remove users - Delete bookings - Manage integrations
Admin
For managers and business owners needing full control.
Can Do: - Everything Employees can do - Access all financial reports - Configure pricing and settings - Manage team members - Delete bookings - Process refunds - Access all system features
Permission Comparison
| Feature | Employee | Admin |
|---|---|---|
| View bookings | Yes | Yes |
| Create bookings | Yes | Yes |
| Edit bookings | Yes | Yes |
| Cancel bookings | Yes | Yes |
| Delete bookings | No | Yes |
| Check-in/out | Yes | Yes |
| View customers | Yes | Yes |
| Financial reports | No | Yes |
| Revenue data | No | Yes |
| Pricing settings | No | Yes |
| Business settings | No | Yes |
| Add users | No | Yes |
| Remove users | No | Yes |
| Manage integrations | No | Yes |
| Process refunds | No | Yes |
Choosing the Right Role
Use Employee When
- Front desk staff
- Seasonal workers
- Part-time employees
- Anyone not needing full access
Use Admin When
- Business managers
- Location managers
- Trusted full-time staff
- People who need settings access
Changing Roles
How to Change
- Go to Account → Account Info → User Management
- Click on the user
- Find Role setting
- Change to new role
- Save
Considerations
- Changes take effect immediately
- User's current session may need refresh
- Document role changes
- Only Admins can change roles
Best Practices
Least Privilege
Give minimum access needed: - Start with Employee role - Upgrade only when necessary - Review access regularly
Role Assignment
Consider: - Job responsibilities - Trust level - Information sensitivity - Business needs
Regular Review
Periodically check: - Are roles still appropriate? - Anyone with too much access? - Anyone needing more access?
Security Considerations
Protecting Financial Data
- Only Admins see revenue
- Employee role protects sensitive data
- Limit Admin count
Access When Leaving
When staff depart: - Deactivate immediately - Review what they accessed - Change shared passwords if any
Shared Accounts
Avoid sharing accounts: - Each person gets own login - Accountability and tracking - Individual access control
Troubleshooting
Can't access a feature
- Check your role
- Contact an Admin for access
- Feature may require Admin role
Cannot change someone's role
- Only Admins can change roles
- Cannot change your own role
- Contact another Admin
Role changed but no difference
- User may need to log out and back in
- Clear browser cache
- Check change was saved
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Related Articles: - Managing Your Team - Inviting Team Members
Need more? Search the live help desk or email wecare@recsystems.com.